Admissions Coordinator, College of Medicine
Florida Atlantic University

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Position Summary:

Florida Atlantic University is seeking an Admissions Coordinator, College of Medicine - Boca Raton, FL.

The Admissions Coordinator, College of Medicine is responsible for providing administrative support to the Office of Medical Student Admissions (OMSA), which includes the coordination of multiple ongoing diverse and complex medical school admissions projects, establishment of priorities, identification of action items, and establishment of timelines. This position reports to the Director of Admissions.

Summary of Responsibilities:

• Develop policies and implements approved practices to streamline administrative tasks and increase efficiency in the OMSA under the guidance of the Director of Admissions.

• Coordinate OMSA activities/events held in and outside of College of Medicine (COM) spaces. This responsibility includes reserving rooms/spaces with appropriate furnishings and supplies, making parking arrangements, venue selection, securing catering arrangements, scheduling, site management, preparation of guest lists and communications, and others as appropriate.

• Liaise with the COM communications team and create post-ready content and graphics for COM digital boards, newsletters, and social media platforms and provide OMSA webpage content updates to the COM communications team.

• Serve as a human resources partner for the OMSA: completes and coordinates appointment request forms, assembles required documentation, collects appropriate signatures of approval, initiates business processes, and may track the progress of various activities through Workday per the request of the Director of Admissions.

• Coordinate internal and external webinars and conference calls for OMSA.

• Process purchases and expenses for the OMSA, including vendor invoices, requisitions, and purchase orders, and liaise with FAU Controller's Office and Accounts Payable to ensure timely payment of vendor invoices.

• Assist with Workday processes, including purchase orders, travel spend authorizations, expense reports, and payment requests.

• Remain on-site to provide support for OMSA and Office of Student Affairs events, including Medical Student Admissions Interview Days and key Office of Student Affairs events.

• Offer and conduct tours of the College of Medicine for prospective applicants and prospective students.

• Participate in medical student recruitment activities including Second Look and other activities as assigned by the Director of Admissions.

• Travel, as needed, to off-campus recruitment events to support the Director of Admissions.

• Provide administrative support to the OMSA, including coordinating and managing the logistics of Medical School Interview Days, as assigned by the Director of Admissions.

• Assist in recruiting medical school application reviewers and interviewers on an ongoing basis.

• Manage the schedule and assignments of Medical School Interview Day, including assisting in assignments of interviewers.

• Assist in developing training sessions for students, staff, and faculty who participate in the Medical School Admissions process.

• Assist in developing continuous quality improvement initiatives for the OMSA.

• Serve as the greeter to visitors for the OMSA that visit FAU or other sites as determined and as needed for Medical School Admissions processes and events.

• Responds to OMSA inquiries, answers, screens other phone calls within the College of Medicine, and greets applicants, students, faculty, staff, and visitors.

• Conducts market research for promotional items for OMSA and works with approved vendors to coordinate and execute purchasing orders of promotional items.

• Maintains thorough inventory of all promotional items and office supplies and reports shortages to the Director.

• Conducts necessary procedures to hire and train Student Work Study for OMSA.

• Maintains, understands, and ensures data integrity and confidentiality of applicant and student records.

• As determined by the Director of Admissions and/or Senior Associate Dean for Student Affairs and Admissions., other job-related duties as assigned to meet the needs of the OMSA.

The College of Medicine at Florida Atlantic University seeks scholars who are committed to supporting the learning needs of students from diverse backgrounds and to thoughtfully engaging all communities in higher education. Florida Atlantic University embodies a culture of strategic and collaborative community engagement that results in mutual benefit to the institution and the various internal and external communities that it serves.

FAU Benefits and Perks:

If Benefits & Perks are important to you, then FAU is the place to be! Working at FAU has its perks! In addition to helping drive change and having a positive impact by supporting our students, staff, and faculty, FAU offers:

• Excellent benefit packages including Medical (PPO/HMO $50 per month single & $180 per month family), Dental, Vision, Life Insurance, Flexible Spending plans, Employee Assistance Program (EAP) and much more.

• State retirement options including tax-deferred annuities and Roth 403(b) plans.

• State employees Public Service Loan Forgiveness (PSLF) program - https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service

• Flexible work arrangement plans - https://www.fau.edu/hr/employee_relations/flexwork.php

• Sick Leave Pool Program

• Paid time off (eligible employees) including vacation and sick leave, 1 personal day, 9 paid holidays, and paid winter break (at President's discretion).

• Paid Community Engagement Volunteer Service Day - https://www.fau.edu/hr/documents/community-engagement-volunteer-leave4-2015.pdf

• Employee Educational Scholarship Program (EESP) for eligible Staff/Faculty - Tuition assistance after 6 months of full-time employment. For in-unit faculty, the EESP program may be extended to spouses and dependent children (eligibility rules apply).

For details on FAU's amazing offers visit us at https://www.fau.edu/hr/benefits/index.php

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Minimum Qualifications:Master's degree from an accredited institution in an appropriate area of specialization; or bachelor's degree from an accredited institution in an appropriate area of specialization and 2 two years of experience required.Salary:$50,000 - $52, 000 per year.College or Department:COM: Admissions - StaffLocation:Boca RatonWork Days and Hours:Monday - Friday, 8 a.m. - 5 p.m. Evenings and weekends as needed.
This position eligible for flex scheduling under the discretion of the supervisor.Application Deadline: 2024-10-21Special Instructions to Applicant: This recruitment has been reopened; all previous applicants are still under consideration and need not reapply. This position may close without prior notice.

APPLICATION DOCUMENTS REQUIRED:

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OFFICIAL SEALED TRANSCRIPTS REQUIRED:
Final candidate will be required to have official, sealed transcripts and original NACES evaluation, if applicable, sent from their educational institution to Human Resources prior to the start of employment.


PRE-EMPLOYMENT SCREENINGS REQUIRED:
Selected candidates must successfully complete and pass all employment screenings prior to the start of employment. Employment screenings may include a criminal background check (level I and level II), motor vehicle check, credit check, reference checks, alcohol, and drug screening check.


REQUEST FOR ACCOMMODATIONS:
Individuals with disabilities requiring accommodations may contact Human Resources at 561-297-3057. For inquiries concerning employees, job applicants or other available accommodations, please email accommodate@fau.edu or call the Office of Civil Rights and Title IX at (561) 297-3004.

As a Hispanic-serving institution, Florida Atlantic University (FAU) is one of the most racially and ethnically diverse institutions in the Florida state university system. We are committed to recruiting and retaining talented faculty and staff. We embrace our shared responsibility to create and celebrate a welcoming and inclusive campus environment for all. Our community features excellent schools, a vibrant and safe community, and a sub-tropical climate conductive to year-round outdoor activities.

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