Administrative Assistant – Student Affairs & Admissions

Title Administrative Assistant – Student Affairs & Admissions
Department Name Student Affairs and Admissions
Supervisor Executive Director of Student Affairs & Admissions
Non-Exempt Administrative Supervision

Special Requirements and Conditions

Occasional overtime


Items Used

Computer, printer, scanner, copy machine, fax machine, calculator, telephone, and document shredder.

Position Purpose

Provides essential and high level administrative support to the Student Affairs and Admissions team. Participates in the development, implementation, and administration of programs and initiatives of the CUSM SOM Office of Student Affairs and Admissions. Ensures that services for students are carried out in compliance with the Universities policies, procedures and standards. Coordinates activities related to admissions, examinations, registration, student activities, student records management, and maintenance of the course scheduling in the student information system. Assist with student orientation, activities, and events as assigned. Must exhibit a strong understanding of administrative priorities and incorporate this in maximizing office efficiency. Able to communicate positively, effectively and professionally. Able to collaborate and accept direction. Able to manage multiple assignments effectively, organize and prioritize workload, problem solve, pay close attention to detail, and work independently with minimal supervision.

The list of duties and responsibilities is representative and not a complete and detailed list of tasks, that may be performed.



Essential Function % Time

STUDENT AFFAIRS - ADMINISTRATIVE

65

  • Maintains the Academic Calendar in our LMS system. Compiles information verifies and updates timetables and calendar entries. Coordinates submission to central scheduling system when applicable and acts as a contact person for the department. Maintains a current file of courses, academic calendars, programs, and other documents.
  • Establishes and maintains applicant enrollment data for the Office of Student Affairs and Admissions; gathers, enters, and/or updates data for admissions and matriculating required documents. Also, responsible for maintaining records, files and databases, as appropriate.
  • Lead person for the Student Affairs budget via the electronic process system and processes all admissions/ student affairs/student activities requests which includes preparing, documenting and processing.
  • Handle heavy telephone and email inquiries from prospective students and able to assist and answer all program inquiries.
  • Assist with processing incoming applications for all degree programs, checking qualifications, the validity of decisions and authenticity of results, as needed. Monitor the responses of applicants to decisions and provide data to the appropriate administrators on applicant status and workflow. Check and verify the fee classification of applicants, and other administrative tasks as assigned.
  • Assist director with organizing and facilitating meetings, conferences, and special events as assigned.
  • Takes minutes for committee and student town-hall meetings and provides administrative support and follow-up on matters arising from meetings.
  • Compiles information updates, formats and edits for grammar and accuracy for publications related to student affairs. Coordinates publication of materials in consultation with appropriate resource persons including maintaining and updating web pages and the updates to the course scheduling system.
  • Creates, composes and edits technical and/or administrative correspondence, documentation, report, memos, and other written correspondence.
  • Applies knowledge of standard concepts, practices and procedures. Maintains up-to-date knowledge of current policies, procedures and regulations.
  • Performs other related tasks as requested or assigned.
Essential Function % Time

STUDENT AFFAIRS – COORDINATOR

35

  • Communicates effectively with deans, faculty, and staff.
  • Coordinates activities associated with the admissions process, orientation activities, student affairs support programs and the start of the semester. Prepares timetables and schedules room bookings for the acitivities. Main priority is being a key participant in assisting the Admissions team with the Interview Day process which includes preparation, setup day, and duties as assigned.
  • Responsible for the scanning all admissions and student affairs student documents into our document management system. This process involves scanning, indexing, and verifying for quality.
  • Serves as an integral component in student activities/student events as directed by the Director of Student Affairs.
  • Assist the Student Affairs office with the White Coat Ceremony, Graduation ceremony preparations and activities.
  • Enhances professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops.
  • Communicate with and develop working relationships with a wide range of contacts, including the administrative offices, the business community and with other institutions.


Minimum Requirements

  • Associate degree from an accredited college plus two years of clerical experience; or any satisfactory combination of experience and training which demonstrates the knowledge, skills and abilities to perform the duties.
  • Demonstrated experience in a fast paced, high volume environment providing support.
  • Demonstrated excellent oral and written communication skills to communicate and interact effectively with colleagues, faculty, students, and visitors.
  • Demonstrated ability to provide quality customer service via telephone, in-person, the internet and mail.
  • Demonstrated ability to interact professionally with diplomacy, patience and courtesy with diverse groups; ability to establish and maintain effective and cooperative working relationships while providing exceptional customer service.
  • Demonstrated skill in working independently and completing assignments with minimal supervision. Must effectively prioritize assignments to complete work in a timely and accurate manner under pressure of deadlines, and with frequent interruptions and competing priorities. Must be able to adjust priorities quickly, multitask and have excellent organizational skills.
  • Demonstrated skill in interpreting policy and procedures related to the position and keeping others informed.
  • Demonstrated skill in effectively using a personal computer and applications such as Microsoft Office (Outlook, Word, Excel, Access, and Power Point), and desktop publishing applications such as Adobe PageMaker, Photoshop, Acrobat, Microsoft Publisher, etc. Demonstrated skill in developing spreadsheets and databases.
  • Demonstrated ability to maintain confidentiality of information and records. Demonstrated ability to set up and maintain filing/records systems. Demonstrated skill in proofreading materials. Must recognize and correct errors in conformance to established standards & guidelines, spelling, grammar and punctuation. Working knowledge of commonly used accounting principles and applications. Demonstrated skill in preparing and maintaining financial information and records.
  • Must successfully complete and pass a pre-employment drug screen/physical and background check through the Department of Justice.


Preferred Qualifications

  • Experience in a medical school or professional school setting.
  • Familiar with American Medical College Application Service (AMCAS)
  • Familiarity of the Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99). This law applies to all schools that receive funds under an applicable program of the U.S. Department of Education


To apply for an open position, please download and complete CUSM Employment Application. Please type in your signature and email your completed application to HR@calmedu.org with your cover letter and resume or curriculum vitae.