Medical Admissions Operations Lead (Remote

Medical Admissions Operations Lead (Remote)

Employer:

Jack Westin |

Location:

Remote (US), Working from home | Closing date:
Aug 18, 2026 | Specialty:
Admissions | Position Type:
Manager |

Hours:

Full-time |

Employment Type:

Permanent | Organization Type:
Other

Medical Admissions Consulting (MAC)

Jack Westin

The Admissions Operations Lead leads the day-to-day operations of the Medical Admissions Consulting (MAC) program. This is a hands-on management role: the Operations Lead manages the admissions team - experts and editors - including hiring support, onboarding, performance, scheduling, and everyday HR and customer-service issues, while the Admissions Program Manager owns the admissions process itself. The Operations Lead is expected to be the operational and people-management backbone of the program, ensuring students receive consistent, high-quality service and that the team is well-supported, well-utilized, and accountable.

This role requires a strong working knowledge of the medical school admissions process, comfort with data tracking and visualization, and the interpersonal skill to communicate with students, parents, and family members, as well as internal teams across Sales, Marketing, Product, and Operations.

• Directly manage individual admissions team members - experts and editors - including onboarding, day-to-day supervision, coaching, and performance management.
• Handle everyday HR matters for the admissions team, including scheduling, workload balancing, availability, time-off coordination, and escalation of personnel issues.
• Support hiring for the admissions team: help define needs, screen and interview candidates, and onboard new experts and editors.
• Set and uphold clear performance expectations for advising delivery, including response times, deliverable timelines, and scheduling standards.
• Monitor the quality of individual team members through student feedback, meeting observations, and response audits, and deliver targeted coaching and improvements.
• Oversee payroll processing and approval issues for piece-work admissions staff.

• Serve as a senior point of contact for customer-service issues across the admissions program, resolving escalations and modeling a warm, direct, professional service standard.
• Communicate directly with students, and with parents and family members as needed, on progress, expectations, and concerns.
• Identify service pain points and implement enhancements that improve student satisfaction, retention, and referral potential.
• Partner with Enrollment and Sales to resolve MAC-related inquiries and remove obstacles to conversion.

• Demonstrate a solid understanding of the admissions process, including the basics of the different application types (e.g., AMCAS, AACOMAS, TMDSAS) and their deadlines and requirements.
• Oversee advising workflows across the admissions cycle, including student onboarding, goal setting, progress tracking, and deliverable completion.
• Manage cycle-timing casework, including deferrals, cycle moves, re-applicant strategy, and gap-year guidance, in coordination with the assigned expert.
• Ensure student-facing materials are accurate, appropriately categorized for the relevant application system, and matched to each student's eligibility and credentials before release.
• Build and maintain admissions benchmarks from AMCAS, AACOMAS, and TMDSAS - establishing the minimum, average, and competitive tiers (across shadowing, clinical, research, and service hours, plus GPA and MCAT) that are used to score students' profiles and flag their most urgent gaps.

• Maintain current records of client status, service tier, deliverable stage, and engagement to support retention, capacity planning, and forecasting.
• Proactively identify students who are falling behind, flag concerns, and follow-up with the expert team. The assigned expert is responsible for evaluating why a student is falling behind, contacting the student about substantive concerns, and determining the appropriate admissions strategy or resources.

• Be proficient in data tracking and visualization; build and maintain dashboards and reporting that measure program health, capacity, bookings, churn, and customer-experience metrics.
• Assist with collecting data from various medical schools and online resources (e.g., AAMC/AMCAS data) to keep internal databases and benchmarks accurate and up to date.
• Provide data-driven insights to leadership for capacity planning, sales projections, and operational decisions; monitor trends and flag gaps and opportunities.
• Provide input to Product/Technology on admissions dashboards and workflow tooling; test changes, report defects, and support adoption.

• Speak to and manage the capacity of each expert and editor for each admissions cycle, ensuring workloads are realistic…