ADMISSIONS REPRESENTATIVE, Goldman School of Dental Medicine, Admissions

Job description

ADMISSIONS REPRESENTATIVE, Goldman School of Dental Medicine, Admissions

The School of Dental Medicine Admissions Representative proactively supports the daily operations of the department and delivers outstanding customer service as a crucial team member in student recruitment and retention efforts. The Admissions Representative serves as the initial point of contact for all communications in the department (main telephone line, mail, general email accounts), participates in maintaining applicant databases, oversees admissions document processing, tracks enrollment deposits, arranges meetings and space assignment, organizes catering, manages departmental purchasing and accounts payable, and supervises student employees. The first point of contact for Admissions, the Representative provides tailored information to prospective students, applicants, visitors, faculty and administrators, guiding individuals through the process from initial inquiry to the phases of application, interview, acceptance, enrollment, fulfillment of pre-matriculation requirements, and matriculation. During the five months of interviews, the Admissions Representative is central in ensuring a welcoming and positive experience for invited applicants during the 6+ hours of the of the Predoctoral interview day.

Office Operations:

Under the supervision of the Assistant Director of Admissions, the Admissions Representative oversees the smooth daily operations of the office, ensures consistent coverage of the Admissions reception desk and manages central communications. S/he answers telephone inquiries and assists visitors, responds to departmental voicemail, manages mail and oversees three Admissions email accounts.

S/he maintains the Admissions Conference Room and front office area and manages conference room reservation requests.

The Admissions Representative coordinates departmental purchasing, monitors and orders supplies, and organizes catering and maintenance of office equipment. S/he submits limit orders through BUworks/SAP, submits invoices to accounts payable, and assists in reconciling anticipated and actual spend.

The Admissions Representative participates in maintaining applicant databases and ensures accurate and timely processing of application and enrollment materials and information.

The Admissions Representative participates in hiring and training student employees (4 per semester), and manages weekly student payroll.

The Admissions Representative assists in planning interview days and tracks the progress of Admissions projects, providing regular feedback to department leaders. Provides administrative support for projects as assigned by Assistant Dean for Admissions and Director of Admissions.

Communications & Customer Service:

The Admissions Representative provides outstanding customer service,

reception and communication, ensuring that all visitors to the office

are assisted in a warm and courteous manner, that calls are answered

promptly and professionally, and that all communications and

interactions with the public, applicants, students, faculty and

administrators are completed in a timely manner, accurately and with

respect for the individual.

As the initial contact for applicants and visitors to the office, the

Admissions Representative responds to a wide range of inquiries

regarding the application process and describes academic and student

program offerings. The Admissions Representative supports the

recruitment and retention efforts of the dental school as an admissions

generalist, playing a vital role in encouraging admitted applicants to

enroll and supporting entering students. S/he responds to frequently

asked questions from prospective students, helps applicants to

successfully navigate the admissions process, tailoring information

based on an individual’s educational background and interests, and

assists admitted applicants through the enrollment and final

credentials submission process.

The Admissions Representative maintains a welcoming, professional

environment to present the School in its best light, ensuring that

public spaces are maintained to present a clean and comfortable

atmosphere. During the Fall and Winter interview season, the

Admissions Representative ensures a welcoming and positive experience

for interviewing applicants over the 6+ hours of their interview day.

S/he is responsible for interacting with applicants at key intervals

throughout the day, for securing and maintaining interview day

technology devices (e.g., iPads and presentation computer), setting up

the conference room, arranging applicant welcome materials and

audio-visual presentations, and taking candidate photographs for

database records. S/he reserves interview rooms, oversees catering and

maintains the day’s schedule. S/he maintains smooth transitions between


In the Spring and Summer, the launch of the new admissions cycles for

the three application services overlaps with the conclusion of the

previous cycles, and during this timeframe the Admissions

Representative assists new candidates in navigating the application

process while also assisting admitted, incoming students to help ensure

they complete pre-matriculation requirements.

The Admissions Representative provides feedback on content and

materials produced by Admissions staff that are disseminated to

applicants through the website, email templates (standardized

responses) and various internal publications, to improve communication

of policies in order to convey accurate and timely information. S/he

assists in preparing Predoctoral interview day materials, forms,

agendas and minutes for weekly staff meetings, admissions committee

meeting minutes, and other texts, documents and presentations, such as

student Admissions Ambassador training materials and interview day


Information Mangement:

The Admissions Representative provides information to all consituents

regarding dental degree and certificate programs, while managing a

large volume of sensitive and confidential applicant and student

information, tracking and recording data in three web-based application

management systems. The Admissions Representative ensures accurate data

entry and efficient routing of information and documents to appropriate

recipients. S/he participates in the management of over 4000

application records per admissions cycle, across three major

application systems (DMD, DMD Advanced Standing, and Postdoctoral and

Residency Programs). Admissions cycles overlap for five months of the

year, so from March through July, the Admissions Representative must

differentiate amongst six distinct applicant populations and databases,

and support onboarding activities for 300+ applicants admitted for the

current calendar year as well as guiding new applicants hoping to

matriculate in the next calendar year.

Deposit Payments Management, Purchasing and Accounts Reconciliation:

Under the guidence of the Assistant Director of Admissions, the

Admissions Representative receives and tracks the $3,000 tuition

deposits and acceptance confirmations for all enrolling students in

accordance with departmental, School and University protocols,

recording deposit checks and ensuring prompt processing to facilitate


The Admissions Representative is the primary department contact for

vendors. S/he monitors supplies inventory, places orders, arranges

catering for interview days and meetings, confirms the receipt of goods

and services and tracks expenditures. S/he collects and submits

invoices for payment and assists in the resolution of billing issues.

The Admissions Representative supports the Assistant Director of

Admissions with weekly financial reconciliation to ensure all vendor

invoices are submitted and paid in a timely manner and that spending

limits are responsibly maintained

Bachelor's degree and 1-3 years' experience required.

Excellent interpersonal skills; high degree of professionalism and the ability to interact with diplomacy, tact, courtesy and confidentiality with many individuals at all levels. Facility with careful phrasing of appropriate responses. Excellent written and oral communication essential. Focus on accuracy, details and thoroughness. Strong critical thinking skills, analytical, and multitasking abilities are essential, for frequent decision making in routine as well as individual circumstances. Willingness to seek information and request clarification. Proactive, positive, sensible, caring, respectful and responsible attitude, demonstrating commitment to the goals, values and success of Boston University, the School of Dental Medicine and to the success of the Admissions program. Ability to work independently, as well as collaboratively, in order to resolve a variety of challenges in a timely manner required. Ability to comprehend strategies, goals and procedural guidelines and to use these to analyze unique circumstances, and apply critical thinking skills and good judgment to identify and implement solutions in daily operations and interactions. Ability to provide information and guidance and resolve problems within the purview of the position, and understanding when to refer situations to appropriate staff or supervisor. Must have the ability to be flexible and adapt to changes in the work environment, including delays and unexpected events, while maintaining composure. Self-motivated with the ability to prioritize tasks in a fast-paced environment to meet deadlines and manage competing demands. Excellent time management and organizational skills necessary to maintain smooth operation of the office. The position involves periods of working at a desk, using telephones, computers and office equipment, as well as periods of moderate physical activity for responsibilities such as setting up and cleaning up meals, organizing supplies in upper and lower cabinets, and operating the photocopier/printer/scanner.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law. We are a VEVRAA Federal Contractor.

Boston, Massachusetts, United States






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Job No:
Posted: 12/6/2018
Application Due: 1/12/2019
Work Type: