Job Description

Market Range: 06

Hiring Salary: $19.67/Hourly

JOB SUMMARY/ESSENTIAL JOB FUNCTIONS: Under the direction of the Executive Administrative Assistant, the Administrative Associate 3 serves as a key member of the College of Medicine Office of Admissions and provides direct operational support to the Assistant Dean. This position is responsible for coordinating admissions processes, applicant communications, event logistics, financial transactions, and student-facing services that support the recruitment, selection, and matriculation of medical students. This position serves as a primary point of contact for prospective applicants, current students, faculty, and campus partners while contributing to the daily operations of a fast-paced admissions office.

1. Assists in the monitoring of the Office of Admissions expenditures; prepares financial documentation, reports, and reconciliations, and resolves any discrepancies.
2. Serves as the department procurement contact, managing purchasing activities, receiving, inventory, and vendor relationships.
3. Coordinates hiring and onboarding processes for temporary employees and student workers, including scheduling and timesheet preparation.
4. Coordinates admissions application processing, document tracking, and applicant communications throughout the admissions cycle.
5. Assists with admissions eligibility review, deadline extension requests, and admissions-related record management.
6. Monitors and responds to inquiries from prospective applicants and current students regarding admissions policies, procedures, and deadlines.
7. Coordinates recruitment travel arrangements, materials, and logistics for admissions outreach activities.
8. Coordinates Admissions social media activities, content, and communications.
9. Serves as a primary point of contact for the Office of Admissions by responding to phone, email, and in-person inquiries.
10. Performs other duties as assigned.

MINIMUM REQUIREMENTS

EDUCATION: High School Diploma or GED. (Bachelor’s preferred) (TRANSCRIPT REQUIRED)

EXPERIENCE: Four (4) years of office experience, preferably in higher education; OR Associate’s Degree and two (2) years of office experience, preferably in higher education; OR a combination of education and experience to equal four (4) years.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Ability to work effectively with prospective and current students, faculty, and the public.
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.
• Demonstrated ability to maintain confidentiality and exercise sound judgment.
• Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and Teams.
• Strong customer service and interpersonal skills.
• Ability to work independently and collaboratively with students, faculty, staff, and external constituents.
• Attention to detail and commitment to accuracy.
• Ability to learn and utilize university systems and databases.

WORK SCHEDULE: This position may occasionally be required to work weekends and evenings.