Admissions Coordinator

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This position is responsible for the successful coordination of approximately 5500 applicants annually to the School of Medicine MD degree program, and serves as financial aid coordinator to each incoming class. The incumbent is an integral part of the Student Services Division, Department of Medical Education, School of Medicine, and as such has other responsibilities/involvement with the unit outside of the scope of the main assignment.

MINIMUM QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Bachelor’s degree.

EXPERIENCE:

1. One (1) year of computer programming experience.

PREFERRED QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Driver’s License

EXPERIENCE:

1. Three (3) years of experience in an academic or healthcare setting.

2. One (1) year of financial aid advising.

CORE DUTIES AND RESPONSIBILITIES: The statements described here are intended to describe the general nature of work being performed by people assigned to this position.  They are not intended to be constructed as an all-inclusive list of all responsibilities and duties.  Other duties may be assigned.

1. Serves as the School Liaison with the Association of American Medical Colleges (AAMC) American Medical College Application Services (AMCAS) program for the primary application process, and CollegeNet for the secondary application process, included but not limited to: advising the Admissions Dean on updated policies and procedures; and the management of current and new AMCAS applications programs in compliance with the AAMC and WVU policies.  Ensure communication of changes with the Admissions Dean other Admissions Unit staff.          

2. Manages the School of Medicine online interview scheduling process for all qualified applicants, currently managed through CollegeNet, including but not limited to; secure access and appropriate roles for the Committee on Admissions (COA), interviewers and applicants; coordination of dual degree applicants with other WVU professional programs; and processing of applicant fees.    

3. Coordinates the logistics of the interview day, including but not limited to tour guides, rooms and meal arrangements for in-person interviews, and online resources for virtual interviews.

4. Maintains and ensures completeness of applicant records including but not limited to: AMCAS applications, CollegeNet applications, letters of recommendation, and test scores.

5. Compiles and maintains the internal School of Medicine applicant database for regular reporting to COA, Admissions Dean, and Vice-Dean of Medical Education including but not limited to: The COA Report; and The Waitlist & Rejected candidate Reports; and the new student E*Value FOLIO upload report.   

6. Computer programming in CollegeNet, for Admit and Prospect.

7. Ensures professional, accurate and timely communication on applicants’ status to the WVU Offices included but not limited to Admissions, Financial Aid, Information Technology, and Business Office. 

8. Serves as Department staff coordinator with the student run MedStay program which includes updating hosts of changes to the Admissions process, troubleshooting problems that arise, and planning the end of the year appreciation dinner for participating medical students.

9. Maintains timely, accurate and professional applicant contact (approximately 5,500) through all modes of communication (direct, phone, email, and mail) throughout the interview process, including but not limited to the management of the School of Medicine applicant vanity email accounts.  Ensure timely updates to the Admissions Dean and Admissions Unit members. 

10. Serves as the backup for the Admissions and Retention Manager with COA work, and assist the Director of Outreach and Recruitment as needed.  – including but not limited to Prospect management, phone calls, calendar management and participation in offsite events and events occurring outside of normal working hours.

11. Manages the School of Medicine annual web-based On-Boarding program for accepted applicants through the HSC SOLE module, including but not limited to: criminal background checks, health and immunization records, academic and professional required documents and certifications, and peer advisor assignments.  

12. Coordinates the accepted applicant On-Boarding program with all appropriate WVU and HSC entities including but not limited to: HSC IT, WVU Admissions, MD Student Services, MD Rural Track, and MD PDCI.

13. Assists with MD Student Services events on an as needed basis, many which occur offsite and outside of normal working hours, such as graduation, orientation week (camp day), Oath Ceremony, White Coat Ceremony, Match Day, and others.

14. Participates in the pre-screening process of the MD applicants and make high stakes decisions concerning which applicants get invited, waitlisted or rejected for an interview

15. Educates faculty and student members of the COA during COA training sessions concerning the topics of applicant review, CollegeNet functions and others.

16. Serves as Co-Investigator/Research Personnel which requires completion and maintenance of Citi Training, data gathering and analysis, and manuscript preparation.

17. Coordinates financial aid requests with all applicants and accepted students by providing first line advising and serving as a liaison to the HUB.  Participate in continuing education about financial aid topics to accurately advise applicants and incoming students about financial aid.

PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Regular Office Functions including sitting and standing for extended periods of time. Computer use, and occasional transport of students and student recruits to various venues.

WORKING ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. General Office Environment.

SKILLS AND ABILITIES:

1. Strong communication skills.

2. Strong computer skills.

Additional Job Description:

Scheduled Weekly Hours:

40

Shift:

Exempt/Non-Exempt:

United States of America (Non-Exempt)

Company:

WVUH West Virginia University Hospitals

Cost Center:

8341 UHA Deans Office Medical Education

Address:

1 Medical Center Drive

Morgantown

West Virginia

Equal Opportunity Employer

 

West Virginia University Health System and its subsidiaries (collectively "WVUHS") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.