Admissions Specialist I

Company: Columbia University
Location: New York
Posted on: September 3, 2024

Job Description:

• Job Type: Officer of Administration
  
• Bargaining Unit:
  
• Regular/Temporary: Regular
  
• End Date if Temporary:
  
• Hours Per Week: 35
  
• Standard Work Schedule:
  
• Building:
  
• Salary Range: $64,000-$68,000
  
  The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.
  
  Position Summary
  The incumbent will support Administrative and recruitment duties of the office, including travel to undergraduate schools to represent Columbia University Vagelos College of Physicians and Surgeons (VP&S). The Specialist will provide administrative support to the Senior Associate Dean of Admissions, including but not limited to coordinating meetings/ events, arranging travel and drafting materials. The ideal candidate will have basic knowledge Admissions processes and strong interpersonal skills
  
  Responsibilities
  Outreach
  

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  Essential duties include supporting all activities related to recruiting qualified applicants for Columbia University Vagelos College of Physicians and Surgeons (VP&S) and supporting prospective students
  
  
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  Supports the design and execution of the annual national recruitment plan with the Associate Dean of Admissions
  
  
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  Develops, prepares, compiles, proofreads, distributes, and regularly updates materials for a wide range of audiences, including admissions committee, prospective applicants, and recently admitted students. Includes but not limited to:
  
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    Content and multimedia for admissions website
    
    
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    Digital and hardcopy documents for the interview season
    
    
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    Printed materials, including brochures for prospective applicants
    
    
    
    
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    Leverages technology to propose opportunities for enhancing admissions marketing and communications
    
    
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    Maintains understanding of VP&S, medical program requirements and admissions criteria
    
    
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    Supports campus events including tours, information sessions and admitted student's day (VP&S Revisit), as well as virtual events
    
    
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    Serves as liaison for Admissions student leaders and prospective students
    
    
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    Assist prospective and new students with general information, helps troubleshoot routine issues, and answers basic inquiries
    
    
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    Refers complex questions or concerns to the appropriate lead and monitors for resolution
    
    
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    Works collaboratively and cooperatively with undergraduate admissions offices, pre-health committees and post baccalaureate offices to plan and promote VP&S outreach efforts
    
    
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    Assists with recruitment and training of admissions volunteers (staff, VP&S students) for outreach
    events
    
    
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    Advises Pre-Health society on VP&S Admissions applicant requirements and protocols
    
    
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    Additional tasks and responsibilities as needed
    
    
    Administrative Support
    
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    • Sorts and redirects incoming electronic correspondence and ensure prompt response for the Senior Associate Dean for Admissions
      
    • Maintains accurate calendar, schedule as directed, and arrange travel for the Dean
      
    • Builds and maintains relationships with stakeholders at all levels to assess, adopt, improve and support administrative tasks and admissions office
      
      Interview Coordination
      
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      • Assists with execution of tactical activities related to VP&S admissions, including interview coordination
        
      • Acts as a liaison to the Admissions Advisory Committee and the Admissions Committee by interpreting requests and using ZAP AMP system to respond to the needs of approximately sixty senior faculty who serve on this committee
        
      • Supports the interview process from planning to follow-up, including sending timely invites, utilizing online interview reports through ZAP-AMP filters and queries, and supporting strategies to maximize the interview experience for applicants as well as the Admissions Advisory Committee
        
      • Aids with the research of admissions interview trends and solutions - report on opportunities for optimization
        
      • Responsible for accurate recordkeeping, including data entry of the ZAP-AMP system to maintain current accurate and complete records of the Admissions Advisory Committee
        
      • Assists in developing the training of current and future Admissions Advisory Committee members on the new ZAP-AMP system.
        
      • Practices some discretion when accommodating applicant requests for changes to the scheduled interviews
        
      • Coordinates interview day schedules though the ZAP-AMP system with some authority to make decisions in response to unplanned changes regarding the Regular MD Program, MD/PhD program, Columbia-Bassett and the 3 Year PhD to MD Program
        
      • Creates timely and accurate applicants on the Student Information System (SIS)
        
      • Creates and continually updates templates messages and announcements to communicate with prospective students through ZAP-AMP
        
      • Assists with screening applications for the Regular MD Program
        
      • Assists with final admissions decision mailings
        
      • Assists with answering a high-volume telephone, follows-up accordingly, and escalates any issues in a timely manner
        
      • Assists with related projects and ad hoc related admissions duties
        
        People
        
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        • Collaborates, and builds strong relationships with peers in Education and other business units
          
        • Supports Admissions student leaders and volunteers on office initiatives
          
        • Coordinates with student volunteers to develop and prepare for the interview season
          
          Other
          
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          • Keeps current on application and admissions policies and procedures
            
            
            Minimum Qualifications
            
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            • Bachelor's degree or equivalency in education and experience
              
            • Minimum of 3 years of related work experience.
              
            • Excellent active listening skills and communication skills (verbal and written)
              
            • Must be able to create presentations using PowerPoint or similar software for various audience
              
            • Strong sense of teamwork including the ability to establish and maintain strong relationships.
              
            • Ability to successfully prioritize multiple responsibilities and projects.
              
            • Strong customer service skills
              
            • Interpersonal and emotional intelligence skills focused on establishing and maintaining productive, relationships with students, faculty, peers, and other stakeholders.
              
            • Working proficiency of Microsoft Office Suite and an ability and willingness to learn new systems and programs.
              
            • Available as needed to attend early morning, evening , or weekend events based on seasonal activities
              
              
              Preferred Qualifications
              
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                Master's Degree
                
                
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                Experience with Medical School Admissions office efforts
                
                
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                Knowledge of student information system (SIS)
                
                
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                ZAP-AMP system software knowledge
                
                
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                Prior experience developing and managing educational marketing materials.
                
                
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                Prior experience organizing and facilitating events (in person and virtual).
                
                
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                Demonstrated application of schedule maintenance
                
                
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                Ability to keep meticulous records and efficiently enter data in online systems
                
                
                
                Equal Opportunity Employer / Disability / Veteran
                Columbia University is committed to the hiring of qualified local residents.
                

Keywords: Columbia University, New York , Admissions Specialist I, Other , New York, New York