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 PharmD student records and Student Information Systems (SIS).

The position contributes directly to enrollment readiness, onboarding, and student record integrity for newly matriculated PharmD 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, studentfocused 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 PharmD students.
• Serve as a functional interface with Academic Affairs and PharmD 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 student facing, 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…