Admissions Coordinator

Position Summary

Under the supervision of the Associate Dean for admissions and student affairs, supports and coordinates all aspects of the admissions process for post‑graduate, internship, fellowship, residency, and advanced standing programs (orthodontics, endodontology, dental sleep medicine, oral & maxillofacial surgery, anesthesiology, special care/ hospital dentistry, global dental educators) as well as advising for other programs (DDS, IDS, DH). This position also assists with events, initiatives, and outreach activities that promote the school’s mission, vision, and values.

University of the Pacific recognizes that diversity, equity, and inclusion is foundational to the success of our valued students and employees. We prioritize policy and decision‑making that demonstrates awareness of, and responsiveness to, the ways socio‑cultural forces related to race, gender, ability, sexuality, socio‑economic status, etc. impede or propel students, faculty, and staff.

• Advise, communicate, and provide timely information to prospectiv es and applicants regarding admissions requirements, pre‑requisites, deadlines, application statuses, and program details.
• Coordinate all aspects of the admissions process, including application receipt, file review, fee processing, deposit tracking, and applicant correspondence through platforms such as Banner, PASS, WebAdMIT, CAAPID, National Matching Service, and other related systems.
• Serve as the primary contact for applicants and assist in resolving technical, procedural, or status‑related inquiries.
• Maintain accurate and up‑to‑date admissions data, records, and reports to support decision‑making by program directors, and the Offices of Admissions, Academic Affairs, and institutional research.
• Maintain and analyze admissions statistics, applicant demographics, and yield data; prepare summary reports for internal and external stakeholders.
• Assist in ensuring compliance with university, accreditation, and federal guidelines for data handling, FERPA, and document retention.
• Coordinate and schedule applicant interviews and admissions committee meetings; prepare candidate files and applicant data for committee review, applicant data summaries, and reviewer materials.
• Provide committees and faculty with training and technical support for admissions systems, evaluation rubrics, and holistic review practices.
• Coordinate, support and represent the school at admissions‑related programs and recruitment events, including, but limited to:
• Matriculation / Orientation Week
• Dugoni Discovery Day
• Annual Admissions Meeting
• Pre‑Clinical Simulation Course
• Coordinate outreach/yield activities, including accepted student receptions, virtual information sessions, student panels and campus tours.
• Develop and deliver presentations and materials for admissions events, committee orientations, and recruitment activities.
• Collaborate with the university units to update and maintain admissions web pages, catalogs, brochures, digital media, and social platforms.
• Work collaboratively with Academic Affairs, Registrar, Financial Aid, and Student Affairs to ensure smooth onboarding and matriculation of accepted students and residents.
• Prepare accepted student files, transcripts, and documentation for transfer to appropriate departments.
• Provide coverage and cross‑support for admissions/student services staff.
• Perform all other duties as assigned by Associate Dean or designee.

Knowledge of

• Student admissions procedures and protocol.
• Intermediate Microsoft Word, Excel, Access, PowerPoint, Outlook, Qualtrics and WebAdMIT.
• Principles of business letter/report writing.

Experience

• Minimum of two years’ office experience in admissions/student services office or combination of related higher education work experience.
• Experience in admission‑management software/centralized application services (WebAdMIT).

Education

• High school diploma or equivalent.

Working Conditions

• Position is full‑time, 7.5 hours per day, 5 days per week.
• Occasional weekend or evening assignments may occur during various school events.
• May involve some travel.

Experience

• Experience working with…