Education Program Coordinator I - Admissions

Position Description :

As an Education Program Coordinator I - Admissions in Academic Affairs you will perform routine and complex administrative duties requiring considerable skill and in-depth knowledge of organizational policies and procedures to support Medical School Admissions and Recruitment with general direction and a high degree of independence,.

This role will often be the initial point of contact for the Admissions Office and is responsible for providing customer service and triaging inquiries to a wide variety of constituents.

This role is also responsible for coordinating and tracking pre-matriculation requirements and coordinating and supporting recruitment and special events.

Primary Functions

• Interact with prospective students, visitors, and faculty in-person, via telephone, email, and virtual platforms. Provide excellent customer service and resolve complex inquiries.
• Process applications accurately and efficiently by uploading and tracking requirements such as Dean's Certifications.
• Manage pre-matriculation tracking process including, but not limited to, transcripts, Wisconsin Residency (HEAB) status, Criminal Background Checks, Technical Standards, health requirements, and credit reports.

Set up and manage CastleBranch tracker for incoming Milwaukee students until matriculation.

• Maintain records and applicant files in accordance with institutional standards. Coordinate transition of matriculated student files to Office of the Registrar.
• Help prepare for and support admissions interview days, Second Look Days, and other applicant programming.
• Lead event coordination including coordinating SOM campus visit / events and tours. Help support large-scale special events in collaboration with other schools and programs.
• Present information sessions and facilitate individual advising sessions for prospective applicants on an as needed basis.

Occasionally attend recruitment events and fairs. Travel will be minimal.

• Coordinate writing letters of support for students (e.g. Medical Student Performance Evaluations, letters of recommendation).
• Assist in budget preparation and monitoring expenditures.
• Prepare and compose general and confidential correspondence. Review documents and publications for accuracy, formatting, and brand alignment.

Anticipate and initiate action regarding administrative details.

• Coordinate calendar of events, appointments, meetings, and travel itineraries and related arrangements. Provide administrative support for Admissions team as needed including Associate Dean of Recruitment and Admissions and Director of Recruitment and Admissions.
• Provide administrative support to scholarship committees and selection process.
• Research, collect and compile data; prepare and format special reports. Assist with preparation of reports and presentations.
• Use complex functions of a variety of computer applications and software packages (e.g. creating spreadsheets with formulas, creating databases).

Learn and apply advanced knowledge of department specific software programs. Troubleshoot problems as they arise.

Process and distribute incoming and outgoing mail. Inventory, order, and maintain recruitment and office supplies.

Knowledge - Skills - Abilities

• Excellent oral and written communication skills
• Professionalism in all interactions
• Strong critical thinking, problem solving and attentiveness to detail
• Demonstrate responsibility and dependability, plan and organize work according to established priorities, and complete assignments accurately within established timeframes.
• Demonstrate cooperation, courtesy and consideration when working effectively with varied people.
• Work independently with minimal supervision and as part of a team.
• Must adhere to policies and laws and pay particular attention to confidentiality of files and student information.
• Advanced knowledge and skilled proficiency with Microsoft programs including Outlook, Word, Excel, and PowerPoint.
• Experience using Microsoft OneDrive and Teams
• Experience using Zoom or other virtual platforms
• Experience using Amp by Zap Solutions
• Experience supporting hybrid or remote staff and operations

LI-SN1

Preferred Schedule :

M-F Core business hours

Position Requirements :

Appropriate experience may be substituted on equivalent basis

Minimum Required Education : High school diploma or equivalent

Minimum Required Experience : 2 years of related experience

Preferred Education : Bachelor's Degree

Preferred Experience : 5+ years of progressively responsible administrative support experience; experience in higher education and / or Admissions experience.

Why MCW?

• Outstanding Healthcare Coverage, including but not limited to Health, Vision, and Dental. Along with Flexible Spending options
• 403B Retirement Package
• Competitive Vacation and Paid Holidays offered
• Tuition Reimbursement
• Paid Parental Leave
• Pet Insurance
• On campus Fitness Facility, offering onsite classes.
• Additional discounted rates on items such as : Select cell phone plans, local fitness facilities, Milwaukee recreation and entertainment etc.

For a full list of positions see : www.mcw.edu / careers

For a brief overview of our benefits see : https : / / www.mcw.edu / departments / human-resources / benefits

Eastern Wisconsin is a vibrant, diverse metropolitan area. MCW is intent on attracting, developing, and retaining a diverse workforce and faculty body that reflects the community we serve.

We value diversity of backgrounds, experience, thought, and perspectives to advance excellence in science and medicine. MCW is a welcoming campus community with a strong culture of collaboration, partnership, and engagement with our surrounding community .

For more information, please visit our institutional website at https : / / www.mcw.edu / departments / office-of-diversity-and-inclusion .

MCW as an Equal Opportunity Employer and Commitment to Non-Discrimination

The Medical College of Wisconsin (MCW) is an Equal Opportunity Employer. We are committed to fostering a diverse community of outstanding faculty, staff, and students, as well as ensuring equal educational opportunity, employment, and access to services, programs, and activities, without regard to an individual's race, color, national origin, religion, age, disability, sex, gender identity / expression, sexual orientation, marital status, pregnancy, predisposing genetic characteristic, or military status.

Employees, students, applicants or other members of the MCW community (including but not limited to vendors, visitors, and guests) may not be subjected to harassment that is prohibited by law or treated adversely or retaliated against based upon a protected characteristic.