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Student Services/Admissions Officer

Employer
University of North Dakota
Location
Grand Forks, North Dakota (US)
Salary
$43,000 plus/year

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Job Details

Hiring Department:   Student Affairs & Admission,   School of Medicine and Health Sciences

 

Minimium Hiring Salary/Position Classification: $43,000 +/year Full-time, Benefited, Exempt

Benefits: Includes single of family health care coverage (premiums paid for by the university), basic life insurance, Employee Assistance Program, retirement plan, tuition waiver, annual and sick leave. Optional benefits available: supplemental life, dental, vision, long term care insurance, flexible spending account, supplemental retirement plans. 

Work Schedule: Monday-Friday, 8 a.m.-4:30 p.m., occasional nights and weekends

 
For full consideration, all application materials must be fully submitted by 5PM (Central Time) on the closing date.


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Position Details: A complete Position Description is available as an attachment in the bottom right corner of this position announcement.
The purpose of this position is to provide leadership, oversight, guidance, evaluation and analysis of the medical school admissions process. 
 

Manage and provide oversight for the SMHS admissions process

Admissions Process

  • Maintain E-vote tracking system. Notify applicants approved by the committee of the interview schedule process. Develop and prepare applicant packet documents, name tags, table tents, and other materials needed for interview days. Identify and solicit current medical students to assist with interview days. Coordinate the interview day, including but not limited to: catering requests, room reservations, UND events forms, and parking arrangements. Notify students of their admission status (accepted, waitlisted or rejected). Maintain an accurate waitlist status and process updates appropriately; notify waitlisted students of status and status changes Develop and maintain accepted applicant forms and coordinate and data collection process. Enter and matriculate medical students in Campus Connection. Send out decline survey to applicants who chose to go to a different school

Admissions Oversight

  • Identify areas of potential change that will improve the admissions process for students, staff, and faculty. Identify and correct inefficiencies or ineffectiveness within the admissions and committee process. Assure the admissions process (from preadmissions through application; administrative screen, committee screen, interview committee vote, and matriculation) is performed in a confidential, timely and equitable manner Stay informed of national medical school admissions standards and best practices and implement changes as appropriate. Identify areas of noncompliance within the admissions process and propose and implement appropriate solutions. Continuously update and maintain a standard operating procedure manual for medical school admissions. Maintain admissions files in accordance with AAMC/AMCAS standards and appropriate record retention procedures. Act as liaison for admissions functions for AAMC, WICHE, and other institutions as requested by the admissions committee. Act as liaison for Student Affairs & Admissions to the admissions committee and INMED program. Assure that the webpage is accurate and up to date. Stay abreast of changes within the national database used in admissions and with IT to institute changes in a way that fits our admissions process Stay abreast of LCME changes to admissions processes and operationalize them for this institution. Be well versed of all policies, procedures and requirements that affect the admissions work, make the committee and/or the Associate Dean for Student Affairs and Admissions aware. Maintain accurate and up to date admissions data.

Provide exceptional support to applicants and prospective students

  • Answer phone and email inquiries from prospective students and applicants regarding all elements of the admissions requirements and application process. Develop and foster relationships with prospective students through friendly customer service. Meet with applicants and prospective students to answer questions and concerns in preparation of a student’s medical school application and/or interview.
  • Using judgment and insights, meet with applicants and prospective students to provide feedback on their admissions application and/or interview.

Plan, execute and evaluate recruitment and outreach strategies for medical school admissions.

  • Analyze admissions data to develop and carry out recruitment strategies and cultivate interest among prospective students. Develop informational and promotional material for medical school recruitment. Develop and monitor metrics to gauge success of recruiting efforts Develop and maintain relationships with pre-med advisors/faculty from targeted institutions, including but not limited to: UND, NDSU and other institutions in the NDUS System, Jamestown College, University of Mary, Concordia College, University of Minnesota-Morris, University of Minnesota-Twin Cities, and St Cloud State. Ensure institutions are aware of changes within SMHS and on the national stage that may impact students interested in the M.D. program. Represent SMHS at recruitment events, college fairs, and informational sessions as requested, with particular focus on targeted institutions, including but not limited to: UND, NDSU and other institutions in the NDUS System, Jamestown College, University of Mary, Concordia College, University of Minnesota-Morris, University of Minnesota-Twin Cities, and St Cloud State. Participate in and assist with planning of on-campus recruitment efforts, including but not limited to: Pre-Med Day, Concordia Day and Getting to Know You Days. Develop and assist with community outreach. Collaborate with the Student Affairs & Admissions staff to continually improve the recruitment processes and strategies. Be familiar with objectives, requirements and content of the medical degree program in order to make a complete and factual presentation to prospective students and other interested parties. Using judgement provide the dean with a synopsis of students to call for recruitment purposes

Financial Aid Support

  • Assist in the processing of Federal Direct Student Loans via Campus Connection; review federal aid eligibility, expected family contribution, cost of attendance, and award aid as appropriate. Assist with processing of and determining eligibility of students request for additional federal aid, institutional aid, and private aid. Assist with the processing of external aid on Campus Connection for external scholarship checks and loan checks. Review students' files and manually authorize loans, scholarships, and other aid for students with approved loans and/or scholarships. Assist with the scholarship selection process; assist with reviewing scholarship funds and determining funding levels Assist with the running and processing of loan, scholarship and other aid reports in PeopleSoft. Respond to students' requests and answer phone and email financial aid inquiries. Gather and compile scholarship information using reports and student records for annual press release for Alumni & Community Relations Office. Disseminate financial aid information to medical students as requested. Assist students on a walk-in basis and through student appointments with general financial aid assistance and elevate concerns appropriately.

Work as a team member to promote the success of the Office of Student Affairs & Admissions

  • Cooperate with and back up other members of the Student Affairs & Admissions Office with their primary responsibilities and assist with total office duties and coverage. Collaborate with Student Affairs & Admissions staff for effective communication and workflow within the office. Answer incoming calls and assist with student walk-ins. Assist with UND SMHS events, including but not limited to orientation, the dean's colloquium and graduation. Take meeting minutes for the Office of Student Affairs & Admissions as requested. Attend AAMC professional development opportunities and disseminate information to Student Affairs & Admissions staff. Represent UND SMHS in a professional manner at all times by providing excellent communication and services. Support the workplace culture of Student Affairs & Admissions by demonstrating the professional conduct and values expected of all employees and maintaining a positive attitude.

Provide oversight of and support to the medical school admissions committee processes

  • Schedule, plan, and lead admissions committee member training each summer prior to the beginning of the admissions cycle (and throughout admissions process as needed for committee members). Serve as the main contact for the admissions committee and provide support to committee members. Notify admissions committee when applications are available in Med App for review/e-vote. Schedule, plan, and participate in admissions committee meetings in preparation for, during and after the interview. Record the minutes of admissions committee meetings, actions, and decisions. Maintain and disseminate meeting minutes as appropriate. Process travel vouchers for admissions committee members. Schedule, plan, and participate in the admissions annual retreat for the purpose of improving the admissions process and outcomes. Take minutes at the retreat and meetings At meetings, be prepared to provide information on interactions with applicants as requested. Maintain a positive environment Send out and evaluate the annual decline survey.

Analyze and  maintain admissions data

  • Operationalize admissions votes and work with others to analyze student success Identify topics and areas for data analyzation Prepare various statistical reports and respond to questionnaires regarding admissions actions and student activities as requested by the Associate Dean for Student Affairs and Admissions.
  • Provide analysis of admissions data to evaluate current processes and identify areas of strengths and weaknesses.

Process medical school applications for admission

  • Oversee and update the practical implementation of AMCAS, secondary applications, fee payments, Med App, and additional application systems. Transfer applications from AMCAS and upload applications, transcripts, and letters of recommendation to in-house medical application site (Med App). Using guidelines, perform administrative screen of applications according to appropriate policies and procedures. Continuously monitor the status and completeness of admissions applications. Check transcripts for the appropriate completion of all required courses for applicants. Monitor applications for completeness provide appropriate feedback to applicants. Oversee the compilation of completed and appropriate application materials for review by the admissions committee
  • Develop, maintain and regularly update procedural manual for the application process. 

Required Competencies:

  • Excellent interpersonal, verball and written communication skills
  • Ability to multitask and prioritize personal workload while meeting the needs of students, staff and faculty.
  • Excellent time management skills Accountability for producing complete and accurate data Ability to maintain highest levels of confidentiality Demonstrated proficiency with Microsoft Office software including Word, Excel, Outlook, and Access Ability to create, edit and disseminate clear and concise communications and marketing materials Ability to remain focused and detail-oriented with frequent distractions Ability to be self-directed and work both independently and as a member of a team Ability to assist and direct students in a courteous and empathetic manner. Ability to travel locally for recruitment purposes Ability to travel nationally for professional development opportunities Ability to work some evenings and weekends Willingness and ability to collaboratively and independently troubleshoot difficult situations


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Minimum Requirement:

  • Bachelor's  degree in Communication, Marketing, Education, Health/Science, Business or related fields
  • 2 years of directly related work experience 
  • Valid Driver's Licence
  • Successful completion of a criminal history background check
     


In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the US and to complete the required employment eligibility verification form upon hire. 



Preferred Qualifications:

  • Experience in higher education
  • Experience with AMCAS application system
  • Experience working with medical students and/or medical residents
  • Experience working with an admissions committee in a professional school setting Experience with  NDUS and UND policies and procedures
  • Experience with  FERPA rules and regulations




To find out why living and working in Greater Grand Forks is way cooler, check out www.GrandForksisCooler.com
 

All information listed in this position announcement will be used by Human Resources, the Hiring Department, and EEO/AA for screening, interviewing and selection purposes.
 
 
Confidentiality of Application Materials
Note: Pursuant to NDCC 44-04-18.27, applications and any records related to the applications that identify an applicant are confidential, except records related to the finalists of the position, which are open to the public after the search committee has identified the top three finalists who will be invited to campus.
 
EEO Statement
UND is an Equal Opportunity/Affirmative Action employer.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or national origin.  Women, minorities, veterans and individuals with disabilities are encouraged to apply. Applicants are invited to provide information regarding their gender, race and/or ethnicity, veteran’s status and disability status on the form found at http://und.edu/affirmative-action/apcontrolcard.cfm.  This information will remain confidential and separate from your application. 
 
ND Veteran’s Preference
North Dakota Veterans claiming preference must submit all proof of eligibility by the closing date. Proof of eligibility includes a DD-214 and if claiming disabled status, a current letter of disability from the VA dated within the last 12 months.
 
Clery Statement
In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the University of North Dakota publishes an Annual Security and Fire Safety Report.  The report includes the university’s policies, procedures, and programs concerning safety and security, as well as three years’ of crime statistics for our campus.  As a prospective employee, you are entitled to a copy of this report.  The report and statistical data can be found online at http://und.edu/discover/_files/docs/annual-security-report.pdf.  You may also request a paper copy of the report from the UND Police Department located at 3851 Campus Road, Grand Forks, ND 58202.




 

Company

The University of North Dakota is one of the largest employers in the region. The University provides a comprehensive benefits package that includes full health insurance premium coverage for single or family plans, a retirement plan, tuition benefits for employees, as well as for the spouse and dependents of the employee, on-campus training programs, exclusive internal recruitment opportunities, as well as many other benefits.

Company info
Website
Location
264 Centennial Drive
Stop 7127
Grand Forks
ND
58202
United States

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