Admissions Operations Coordinator

Cleveland, Ohio
Apr 27, 2017
Administrative Jobs
Academic Affairs, Student Affairs
Institution Type
Four-Year Institution

Title: Admissions Operations Coordinator

Department: Office of Admissions

School/Management Center: School of Medicine

Job ID: 6100


The Admissions Operations Coordinator is responsible for application processing and interview coordination for The School of Medicine MD program.  The coordinator is often the first contact for prospective applicants and therefore needs to present the highest level of professionalism.  The coordinator will act as the financial administrator for the Admissions Office and will support the Assistant Dean for Admissions, Diversity and Inclusion.


  1. Process approximately 6,700 applications for completion and communicate with applicants to answer questions so that all components meet the requirements.   Manage and monitor the screening process by assigning applications to screening team members and following up that applications are screened in a timely manner.  Forward any timeliness concerns to the assistant director and ensure that application processing is proceeding as needed. (25%)
  2. Coordinate interviews for over 1000 applicants, including applicants for the Edwards Scholars Program, Oral Maxillofacial Surgery, the Pre-Professional Scholars Program, and HEP interviews for the university program.  Coordinate 65 interview days by matching applicants and interviewers, ensuring that the medical student run components of the process run efficiently.  Maintain the interview calendar on the Office of Admissions website to coordinate the scheduling of some 80 health/education professional interviewer schedules and their interviewees. (25%)
  3. Collect all evaluations (1,800) for the close to 1000 interviewees.  Assemble approximately 65 interview days in an admissions database for each of the 14 Admissions Committee meetings. (10%)
  4. Maintain organized records, documents and correspondence for each student record.  Process complex and highly confidential information in accordance with FERPA guidelines.  (10%)
  5. Work closely with the Medical Education Business Manager to develop annual budgets.  Process purchases and reimbursements.  Assist with travel arrangements.  Reconcile office expenses to budget. (10%)
  6. Maintain general knowledge of School of Medicine activities, curricular structure and requirements by working closely with other departments in Medical Education including Financial Aid, Student Affairs, Curricular Affairs, Multicultural Affairs, the Registrar and the Vice Dean’s office. (10%)
  7. Serve as the initial contact for the Admissions Office via telephone, email and in person, with welcoming and professional customer service in all forms of interaction. (5%)
  8. Support the Assistant Dean for Admissions, Diversity and Inclusion with scheduling, travel and publication preparation as needed. (5%)


  1. Supervise student employees and volunteers.
  2. Perform other duties as assigned.


Department: Continuous interactions with Medical Education faculty and staff as well as Academic Division colleagues/faculty for the recruitment of interviewers and for follow up feedback after interviews have taken place and for essential day to day functions.

University:  Frequent interactions within the School of Medicine and within the university with university pre-med advisors/faculty when they also conduct interviews with applicants.  Infrequent contact at administrative forums and HR information sessions.  Will represent the SOM at meetings pertaining to university admissions processes as needed.

External: Continuous interactions with constituent in-person and via phone/email/social media- prospective applicants, current applicants, interviewees, pre-med advisors across the US to promote and provide information about the school.

Students:  infrequent formal interactions with current medical students.  Frequent informal interactions occur daily though.  


No supervisory responsibility.


Experience: 3 or more years of experience working in an admissions or health professions advising office and/or strong foundation in interviewing and counseling skills.  

Education/Licensing: High school education required; bachelor’s degree preferred.


  1. Familiarity with integrated database management systems, including reporting.
  2. High comfort level with web-based, mobile and PC applications including but not limited to the use of Google Apps, Microsoft Office (Outlook, Word, Excel, and PowerPoint) and social media platforms.
  3. Attention to detail; ability to problem solve and follow an issue through to resolution.
  4. Excellent interpersonal and communication skills (including oral, written, and presentation).
  5. Strong commitment to customer service and must be able to act as a strong ambassador of the SOM to all constituents.
  6. Strong organizational skills, self-motivation and demonstrated ability to work independently as well as collaboratively in a team.


General office working environment.  Occasional evenings and weekends required.  


In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity.  Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.


Case Western Reserve University provides reasonable accommodations to applicants with disabilities.  Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Inclusion, Diversity and Equal Opportunity at 216-368-8877 to request a reasonable accommodation.  Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.


CWRU offers a flexible benefits package including tuition waiver for employees and dependents; Respond in confidence, including salary history : CASE WESTERN RESERVE UNIVERSITY, Human Resources Job Code #6100, apply to:


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