Administrative Associate Senior - Recruitment & Admissions

Position Overview

The Administrative Associate Senior - Recruitment & Admissions provides highlevel administrative, operational, and customer service support for recruitment and admissions activities within the School of Pharmacy. This position plays a central role in ensuring a professional, organized, and welcoming experience for prospective students, applicants, faculty, staff, and visitors. In addition to supporting admissions operations, recruitment events, and outreach initiatives, this role serves as a critical operational interface between Recruitment & Admissions and Academic Affairs, ensuring accurate transition of admissions documentation into official Pharm

D student records and Student Information Systems (SIS). The position contributes directly to enrollment readiness, onboarding, and student record integrity for newly matriculated Pharm

D students. Success in this position requires strong organizational skills, attention to detail, discretion in handling sensitive information, the ability to manage multiple priorities in a high volume, student focused environment, and comfort working across evolving student information systems.

• Serve as a primary point of contact for prospective students, applicants, and visitors, providing timely and professional support via phone, email, and in person.
• Coordinate and manage admissions interview days, including scheduling applicants, faculty interviewers, student ambassadors, room reservations, and parking arrangements.
• Track, verify, and maintain admissions documentation (e.g., transcripts, required materials, forms) to ensure completeness, accuracy, and compliance.
• Manage logistics for prospective student visits, including itineraries, room scheduling, parking, and related communications.
• Enter, update, and maintain admissions and recruitment data in Slate or other admissions systems.
• Support recruitment-related communications, including interview confirmations, event messaging, and followup correspondence.

• Assist in the planning and execution of recruitment and outreach activities, including career fairs, admissions events, pipeline programs, summer camps, and shadowing or enrichment opportunities.
• Assist in coordinating and supporting summer camp operations in all aspects, including managing the camp email account; coordinating camp dates; communicating with attendees and parents; ordering materials and promotional items; collaborating with faculty and assigned students; and maintaining accurate participant records, including attendance, payment status, and accommodations.
• Coordinate event logistics such as room reservations, catering, purchasing, materials preparation, and onsite support.
• Maintain participant lists, registrations, attendance records, and related documentation for recruitment and outreach activities.
• Update email lists, mailing lists, and websites with current recruitment, admissions, and program information.
• Assist with visitor hospitality and event scheduling involving faculty, staff, students, and external guests.

• Maintain admissions documentation as the foundational record set for newly matriculated P1 Pharm
  
  D students.
• Serve as a functional interface with Academic Affairs and Pharm
  
  D Student Records, ensuring continuity between admissions records and official student records.
• Support accurate creation and onboarding of P1 student records by ensuring admissions documentation aligns with Registrar, enrollment, and Academic Affairs requirements.
• Assist with Student Information System (SIS)-related processes as they intersect with admissions and student records.
• Help document and validate completion of admissionsrelated requirements as they appear in studentfacing, system-based degree audit and SIS environments.

• Provide functional systems support and basic systems analysis related to admissions documentation, student records, and SIS platforms.
• Identify and communicate gaps, inconsistencies, or process inefficiencies in how admissions requirements are captured, transferred, and represented in student records and degree audit systems.
• Support continuous improvement efforts related to SIS transitions or enhancements affecting admissions and student records.
• Collaborate with KU School of Pharmacy Academic Affairs and other campus partners to support accurate, auditable, and student centered data flows.

• Serve as receptionist for the recruitment and admissions suite, responding to walkin requests, phone calls, and emails, and acting as a point of contact for internal offices, including IT and Facilities.
• Collect and distribute incoming and outgoing mail and packages; create shipping labels; order office supplies; and assist with scanning, copying, and faxing as needed.
• Provide administrative support to…