Admissions Coordinator

Responsible for coordinating, managing, and supporting all aspects of the admissions process. This role serves as a primary point of contact for prospective students, guiding them through each stage of the application process. The coordinator handles a high volume of inquiries, maintains accurate records within the application system/CRM, and assists with the planning and execution of recruitment and orientation events.

Admissions:

• Perform a variety of clerical, secretarial, and general office tasks to support the admissions process.
• Respond promptly and professionally to telephone, mail, and email inquiries.
• Greet visitors and schedule appointments as needed.
• Prepare and process documents using advanced word processing, spreadsheet, and data entry functions.
• Develop, implement, and monitor procedures related to the admissions database to ensure accuracy, efficiency, and optimal workflow.

Administrative:

• Provide general administrative support, including phone coverage, meeting scheduling, mail distribution, and proofreading of departmental communications and publications.
• Assist in preparing promotional materials, such as posters and brochures, for recruitment and admissions events.  
• Provide administrative support to Graduate School Dean, Associate Dean, Administrator, and other GSBMS staff as needed.

File Maintenance:

• Maintain and organize departmental files, records, and archives in accordance with institutional policies and data retention standards.

Admissions Support

• Manage the TouroOne Connect and PostbacCAS application systems, ensuring the accuracy and integrity of all applicant data. Generate standard queries, reports, and correspondence, and develop new ones as needed.
• Receive, organize, and distribute application materials in a timely and accurate manner.
• Review and evaluate supporting documentation for completeness and compliance with admission requirements.
• Monitor and track the status of applications throughout the admissions cycle.
• Maintain regular communication with applicants via phone, email, and Zoom, providing guidance and updates as needed.
• Coordinate the transfer of applicant data from TouroOne Connect and PostbacCAS into Banner student records.
• Maintain and organize admissions files; forward records of matriculated students to the Registrar’s Office.
• Provide support for designated recruitment initiatives and prospective student leads, including participation in local travel to graduate recruitment events.
• Assist with planning and execution of orientation programs and accepted student events.
• Coordinate interview scheduling for the Accelerated iBMS program and support the Ph.D. admissions interview process.
• Develop and distribute surveys; prepare reports for departmental use and assessment purposes.

Executive Support

• Provide direct assistance to the Dean of the GSBMS as needed.
• Assist in the preparation and distribution of the biannual Dean’s Report.

General Administrative Support

• Provide comprehensive administrative support to the Administrator and assist with departmental operations as needed.
• Greet and assist visitors, answer phone calls, and respond to inquiries received through general departmental email accounts.
• Assist with special projects and initiatives within the department and in collaboration with the Dean’s Office.

Education requirement:

• Bachelor’s Degree

Technical/computer skills: 

• Strong technical ability required.
• Computer proficiency in Microsoft Office (including Microsoft Word, Excel, PowerPoint, Outlook, Teams, Qualtrics).
• Knowledge of PostbacCAS and Engage products preferred.

Prior experience: 

• Two to three years admissions support experience, preferably in a college or university setting.

Other skills/requirements:

• Must be proactive, independent, and self-motivated, demonstrating initiative in planning, coordinating, and following through on responsibilities.
• Strong problem-solving, organizational, and presentation skills.
• Excellent oral and written communication abilities.
• Ability to collaborate effectively and manage multiple tasks simultaneously.
• Exceptional customer service skills and a professional, approachable demeanor.
• Proven ability to establish and maintain positive working relationships with staff, faculty, administrators, and external partners.
• Must exercise discretion and maintain strict confidentiality at all times.