Admissions Operations Specialist

Admissions Operations Specialist

This position coordinates administrative processes, and prioritizes, directs and responds to business matters involving administrative functions associated with education, research, and/or operations. This position creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc., and alerts supervisor of critical issues and upcoming events. The Admissions Operations Specialist supports the Office of MD Student Admissions, an educational unit within the Department of Medical Education at Northwestern University Feinberg School of Medicine.

Reporting to the Associate Director, this position provides administrative support to the activities and outcomes of the Applicant Interview Days, student volunteers, and special events. Serving as the primary point of contact for the Admissions Office, this position coordinates all activities as part of the MD applicant selection process for 700+ applicants invited to interview during the Interview Season.

Hours:

Monday through Friday, 37.5 hours per week. Standard operating hours of the office are 8:30am-5:00pm, but this position must have flexibility to start earlier on interview days (about 20) that begin at 8:45am. This position must be available to attend special events (First Look, Graduation, etc.). Additional hours required approval the Associate Director.

Specific Responsibilities:

• Coordination: Serves as administrative support to the FSM Interview Committee and interviewees.
• Calendars: Generates and revises a master department calendar. Generates and revises a master interview season calendar, consisting of ~40 interview days from late August to mid-February. Provides calendar support for Associate Dean for Admissions, as needed.
• Organize and coordinate materials and arrangements relating to Interview Days: Schedule faculty and M4 students for Interview Days. Track interview invitations – run reports, identify applicants who have scheduled interviews, etc. Develop communications and applicant portal content. Schedule interviews offline when needed. Run Interview Day Zoom sessions Inform Associate Dean and Associate Director of cancellations and no-show applicants and interviewers.
• Play a lead role in coordinating and implementing office-sponsored events: First Look, End of Year Celebration, campus visits and tours, etc. Play a supportive role in virtual events – Town Halls, Information Sessions, Open Webinars etc.
• Provide applicant data: Throughout the Admissions Cycle to the Office of Health Equity (OHE), the Medical Scientist Training Program (MSTP), the Augusta Webster Office of Medical Education (AWOME), the Simulation Lab, and the Department of Medical Education.
• Cultivate and manage relationships: With local vendors, including hotels, to facilitate discounted rates for applicant visits.
• Documents & Databases: Create and maintain standard spreadsheets and databases. Prepare queries, reports, statistics, tables, charts, etc., based on information compiled from various sources. Determines format, elements, trends, etc. Provide interview agendas to faculty and M4 interviewers. Tabulate the activity data regarding faculty and M4 interviewers. Review and monitor applicant Criminal Background Check (CBC) and drug screening documentation, escalating to the Associate Dean as needed.
  
  Assist in sending thank you notes at the end of the Admissions Cycle.
• Student Services: Provide a variety of administrative supports for student services, such as recruitment, applications, program evaluation. Review administrative processes and procedures regarding student services and recommends changes. Proctor exams as requested.
• Office Management: Help cover receptionist duties, answering phone calls, monitoring shared inboxes, for breaks and lunch. Serve as back-up to monitor office supplies and place orders for additional materials as needed. Serve as back-up to monitor refreshment supplies and place orders for additional supplies as needed (coffee, tea, cups, sweeteners, creamers, sodas, waters, etc.). Maintain organization of office materials relating to applicants mailings (supplies, swag, etc.).
• Independe…