The Admissions Coordinator is an advanced administrative position that supports the Director of Recruitment and Admissions (DORA) within the School of Pharmacy. Work involves responsibility for serving as the main contact person for admissions within the School of Pharmacy along with assisting with recruiting events. Work assignments are received with only broad statements of objectives and are performed under general supervision. This position requires extensive contact with students, staff, faculty, parents and the public. Work is done with considerable independence within established policies and guidelines and reviewed by superiors through reports, conferences, and observation of results.
DUTIES AND RESPONSIBILITIES:
Serves as the primary representative to make “first contact” in the admission cycle, including email and telephone inquiries, applications, and walk-in visits;
Serves as point person within the admissions process that follows up with all applicants regarding what they still need to submit for their application, where they are in the process, timelines, etc.;
Manages and conducts continual follow-up with applicants and prospective students;
Manages the pharmadmission.com email account and responds accordingly to inquiries and keeps DORA informed;
Manages the admissions tracking spreadsheet and Slate database system and updates both in a timely fashion simultaneously;
Uploads Transcripts and PCAT scores into Slate and manually enters PCAT score into individual student record in Slate;
Advise applicants (Freshmen, Transfer, Online) of prerequisites and other admission requirements such as grade averages, PCAT scores, SAT and ACT scores and other relevant information;
Evaluates transcripts and credentials during the admission process and communicate closely with applicants regarding their application status, their particular competitiveness and program selectivity;
Enters all recruitment lead cards into Slate database system;
Downloads and clean up PCAT Lists and upload to Einstein to be sent to EMG for Email Blasts and Direct Mailing campaigns;
Assists the DORA with text message campaigns by monitoring, contacting and responding to prospective students or applicants through Slate;
Works closely with the DORA to select qualified applicants for interviews;
Coordinates, schedules, oversees and manages interviews with candidates, Director, faculty and constituents;
Tracks candidates using Admissions Rubric through Excel;
Makes recommendations for candidates to DORA and School of Pharmacy Admissions Committee using the Admissions Rubric;
Sanitizes Transcripts, PCAT scores, Personal Statements, Essays and Recommendation letters to be presented to the Admissions Committee when necessary;
Assists the DORA with tabulating and tracking admissions data and metrics;
Prepares monthly report of applicant pipeline to be presented at EMG graduate meetings and any other meetings deemed necessary by the DORA;
Attends WAM (Weekly Admissions Meetings) hosted by EMG as a representative of the School of Pharmacy when deemed necessary by the DORA;
Supports the Undergraduate Recruitment and Admissions Counselor with inquiries from the undergraduate population including all high school inquires and when deemed necessary by the DORA, transfer inquiries;
Communicates any prior interactions before handing over undergraduate student and parent to Undergraduate Recruitment and Admissions Counselor;
Prepares Marketing Materials for DORA and URAC for recruitment events including filling out marketing folders with appropriate marketing promo items to be distributed to appropriate student demographic (Freshmen, Transfer and Online Graduate Student);
Completes file scanning for applicants and maintains electronic files for prospective students;
Performs other related job duties as assigned by the Director of Recruitment.
Independently manages and plans recruitment events in coordination with the DORA, EMG, university events such as Duquesne Fest, DUQ Days, Open Houses, Accepted Students Day, Mini-Accepted Students Days, Group Information Sessions, Pharmacy Exploration Days, and others;
Organizes and facilitates meetings and special events; schedules and coordinates dates and times, venues, attendance, agendas, and facilities; and provides administrative support and follow-up on matters arising from event.
Provides budget support and oversight of recruitment budget including;
Manages Procurement Card accounts for the Director of Recruitment;
Supports the DORA and the Undergraduate Recruitment and Admissions Counselor with RBE’s.
Responsibilities to the Office of the Dean
Provides reports in the format requested, including but not limited to financial, budgets, enrollment stats as requested, technology inventory, provide information for the school annual reports (webform & excel spreadsheet), etc.;
Provides constant updates and maintain accuracy including but not limited to the department’s section of the school’s intranet; the school website (by submitting updates to the Marketing Manager); and the department’s annual calendar;
Provides timely, accurate and approved (per the policy) schedules, timesheets, Kronos submissions and/or leave requests;
Provides support to your designated back up person and administrative staff members;
Provides any additional support as requested.
Associate's degree business administration or office management required.
The successful candidate will have 3+ years of office administrative work experience.
Excellent oral and written communication skills;
Ability to design and deliver presentations and speak at special events;
Excellent organizational and interpersonal skills;
Highly proficient in using Microsoft Office (Word, Excel, Power Point);
Ability and willingness to learn new technologies relevant to the position;
Ability to work in a complex, fast-paced structure;
Ability to maintain a high energy level, enthusiasm, and a positive approach to work,
excellent rapport with people;
A commitment to customer service and to the educational development of students.
Bachelor’s degree (B.A. or B.S.) is preferred, in Student Personnel, Counseling, or another related field.
Five years experience in higher education admissions.
Experience using student data bases such as Sunguard Banner Systems, Slate etc.
Interested candidates must submit a cover letter, resume, and contact information for three professional references to receive full consideration.
Catholic in its mission and ecumenical in spirit, Duquesne University values equality of opportunity as an educational institution and as an employer. We aspire to attract and sustain a diverse faculty and staff that reflects contemporary society, serves our academic goals and enriches our campus community. We particularly encourage applications from members of underrepresented groups and support dual-career couples through our charter membership in this region's HERC (http://www.hercjobs.org/oh-western-pa-wv/).
We invite applicants for this position to learn more about our university and its Spiritan heritage by visiting http://www.duq.edu/about/mission-and-identity/mission-statement. Those invited to campus for an interview may be asked about ways in which they see their talents contributing to the continued growth of our community and furthering its mission.
Duquesne University, a private, Catholic institution, prides itself on being mission-centered and mission-driven. Our employees contribute to our culture of academic excellence and our mission of serving God by serving students. In turn, they enjoy a supportive working environment that values individual talents, encourages teamwork and rewards accomplishments.
A nationally ranked top-tier university, Duquesne has established a legacy of excellence in liberal and professional education. Our 14:1 student-faculty ratio allows our students to work closely with expert faculty. Duquesne has also won accolades and recognition among the nation’s top 20 small research schools for our research initiatives and faculty productivity.
Situated on a 50-acre campus within the city, Duquesne provides a small-town feel in an urban setting. The Pittsburgh region offers a variety of cultural, education and professional opportunities, as well as a safe and affordable lifestyle.
We strive to attract, recruit and retain a dynamic, diverse workforce. Our employees benefit from an array of campus resources that provide convenience and cost savings, including a variety of dining options, a full-ser...vice Starbucks, a retail bank and credit union, a fitness center and year-round wellness programs and onsite parking. Employees also may take advantage of the many educational, cultural and sporting events sponsored by the university.