Admissions Coordinator - Pharmacy
Salary: Commensurate with experience
Benefits: Generous
benefits include paid time off including holidays and vacation, retirement
match, and tuition remission for employee and dependents. Details at www.duq.edu/benefits
Location: School of Pharmacy
Position Status: Full-time
Hours: 8:30 a.m. to 4:30 p.m.
Position Number: 000469/30-435
FLSA Status: Non-exempt
POSITION
SUMMARY:
The Admissions Coordinator is an advanced
administrative position that supports the Assistant Dean of Enrollment
Management and Retention (ADEMR) 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. The position reports to the Assistant
Dean of Enrollment Management and Retention.
DUTIES
AND RESPONSIBILITIES:
Admissions Responsibilities
Serves as the primary representative to make “first contact” in
the admission cycle, including email, telephone and text to all applications.
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
students with applications started but not submitted.
Manages the admissions tracking spreadsheet and Slate database
system and updates both in a timely fashion simultaneously.
Uploads Transcripts into Slate and manually enters GPA into
individual student record in Slate.
Advises applicants (Undergraduate, Graduate, Transfer, Online) of
prerequisites and other admission requirements such as grade averages and other
relevant information.
Evaluates transcripts and credentials during the admission process
and communicates closely with applicants regarding their application status,
their particular competitiveness and program selectivity.
Enters all recruitment lead cards into Slate database system.
Works closely with the ADEMR to select qualified applicants for
interviews.
Coordinates, schedules, oversees and manages interviews with
candidates, Assistant Dean, faculty and constituents.
Tracks candidates using Admissions Rubric through Excel.
Makes recommendations for candidates to ADEMR to select qualified
applicants for interviews.
Sanitizes Transcripts, Test Scores, Personal Statements, Essays
and Recommendation letters to be presented to the Admissions Committee when
necessary.
Assists the ADEMR 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 ADEMR.
Supports the Undergraduate Recruitment and Admissions Counselor
with inquiries from the undergraduate population including all high school
inquires and when deemed necessary by the ADEMR, transfer inquiries.
Communicates any prior interactions before handing over undergraduate student
and parent to Undergraduate Recruitment and Admissions Counselor.
Prepares Marketing Materials for ADEMR 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).
Manages the entire process of distribution of marketing materials
sent to the accepted students population (ex. Acceptance Boxes).
Completes file scanning for applicants and maintains electronic
files for prospective students.
Performs other
related job duties as assigned by the Assistant Dean of
Enrollment Management and Retention.
Budgetary
Responsibilities
Provides budget support and oversight of recruitment budget.
Manages Procurement Card accounts for the Assistant Dean of
Enrollment Management and Retention.
Supports the ADEMR 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, provides information for the school annual reports (webform &
excel spreadsheet), etc.
Provides constant updates and maintains 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.
Provide any additional support as requested.
Completes other
duties as assigned.
REQUIREMENTS:
Minimum qualifications:
An Associate’s degree from an accredited
institution required in Student Personnel, Counseling, or another related
field.
The successful candidate will have 3+
years of experience in higher education admissions.
Preferred
qualifications:
Bachelor’s degree (B.A. or B.S.) from an accredited institution is preferred,
in Student Personnel, Counseling, or another related field.
5 years preferred in higher education
admissions preferred.
Alternately, the
successful candidate may possess any equivalent combination of experience and
training, which provides the knowledge, skills and abilities required to
perform the essential job functions. This includes, but is not limited to, the
following:
Possesses excellent oral and written
communication skills
Possesses also have excellent
organizational and interpersonal skills
Candidate possesses time management
skills and will be detail oriented and will be highly proficient in using
Microsoft Office (Word, Excel, Power Point) and experience using student data
bases such as Sunguard Banner Systems, Slate etc., is highly desired, along
with an ability and willingness to learn new technologies relevant to the
position.
Able and willing to work in a complex,
fast-paced structure
Possesses and maintains a high energy
level, enthusiasm, and a positive approach to work, an excellent rapport with
people, a commitment to customer service, and to the educational development of
students.
Commitment to the
University’s values of diversity, equity and inclusion, and recognition of the
importance of treating each individual with dignity and respect consistent with
the University’s Mission. Demonstrated
experience with, and understanding of, the broad diversity of the University
community (students, faculty, staff and others).
Ability to
establish and maintain effective working relationships with the University
Community.
Ability and willingness to contribute actively to the mission of the University
and to respect the Spiritan Catholic identity of Duquesne University. The
mission is implemented through a commitment to academic excellence, a spirit of
service, moral and spiritual values, sensitivity to world concerns, and an
ecumenical campus community.
APPLICATION
INSTRUCTIONS:
Applicants are asked to submit a cover letter, resume, and contact information
for three professional references.
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 was founded in 1878 by its sponsoring religious community,
the Congregation of the Holy Spirit. Duquesne University is Catholic in
mission and ecumenical in spirit. Motivated by its Catholic identity,
Duquesne values equality of opportunity both as an educational institution and
as an employer.