Admissions Counselor

Job description

Admissions Counselor
Admissions and Student Recruitment

The West Virginia School of Osteopathic Medicine (WVSOM) seeks applicants for an Admissions Counselor.  The Admissions Counselor will aid in the WVSOM admissions and recruitment process by providing regional and national recruitment of prospective medical students through visits to colleges, universities, fairs, conferences, and throughout the local and national communities.  This position will serve as an advising contact for prospective students, career services personnel, and pre-medical advisors about the West Virginia School of Osteopathic Medicine (WVSOM) and the osteopathic medical profession through multiple avenues, presentations, tours and recruitment visits, open house events, and other community outreach programs.  This position requires the incumbent to travel throughout the United States and will work irregular and flexible hours including evenings and weekends.  The Admissions Counselor will also evaluate and process applications for prospective students who apply through the American Association of Colleges of Osteopathic Medicine Application Service (AACOMAS) and determines if the applicant meets the established requirements.  This position provides support to the Admissions process of WVSOM by counseling students and families concerning the WVSOM admissions process from application to matriculation.  The Admissions Counselor will report to the Assistant Director of Admissions.

General Duties and Responsibilities

  • Travel throughout the United States to represent the West Virginia School of Osteopathic Medicine (WVSOM) and the osteopathic medical profession and recruit prospective students.  This would be done through group presentations, panel discussions, and one-on-one sessions.
  • Locate, develop, and build recruitment relationships with students and pre-health professions advisors from colleges and universities.
  • Maintain established successful relationships with selected out of state feeder schools.
  • Administer, coordinate, and arrange recruitment visit which shall include preparing all travel arrangements, registration at the event, correspondence with prospective students, and follow-up with contacts from each visit.
  • Implement marketing and recruitment strategies at various recruitment junctions.
  • Counsel and advise students on the admission’s process through the American Association of Colleges of Osteopathic Medicine Application Service (AACOMAS) and WVSOM, and other applicable and related information.
  • Accumulate and compile recruitment contacts and data for annual recruitment services report.
  • Assist with West Virginia recruitment events and activities as needed, which shall include WVSOM Open House, elementary/secondary/undergraduate level school visits, Health Professions Advising Conference (HPAC), etc.  This may include scheduling, organizing, and conducting campus tours for prospective students and visitors.
  • Make work related purchases and reconcile state purchasing card transactions.
  • Assist Program Administrator Senior and others as required with special events, reporting, design and development of presentations, and other marketing materials.
  • Submit recruitment contacts and data for annual recruitment services report.
  • Evaluate effective recruitment and marketing strategies for improvements.
  • Participate in professional development and training.
  • Review applications for students who have applied through the American Association of Colleges of Osteopathic Medicine Application Service (AACOMAS). 
  • Provide appropriate guidance regarding the application process to applicants from the initial stages to the conclusion of the cycle both via email as well as by telephone.
  • Finalize incoming first year applicants’ matriculation items.
  • Review and recalculate final transcripts for incoming first year applicants.
  • Guide and support all candidates (accepted, deferred, or alternate) and incoming students in the finalization of their application requirements prior to matriculation.
  • Update the Standard Operating Procedures (SOPs) for the review process of applicants.
  • Assist with on-campus recruitment and admissions events as needed.
  • Assist the Director of Admissions and Program Administrator Senior with communication ideas for prospective applicants and incoming students.
  • Other related duties as assigned or directed.

Knowledge, Skills and Abilities

  • Strong public speaking skills and the ability to communicate clearly and in a professional manner in any capacity.  This position must be very customer-oriented with strong interpersonal skills both verbally and written as this position interacts with faculty, staff, current and prospective students, etc.
  • The ability and willingness to travel throughout the U.S., work irregular and flexible hours, including weekends and nights, the ability and awareness of maintaining confidential information pertaining to the prospective applicant.
  • Demonstrated proficiency with Microsoft Office applications including Word, PowerPoint, and Excel.   Proficiency with databases and data entry, and experience with Banner and/or WebAdMIT is strongly desired.
  • Ability to handle confidential and sensitive material.
  • Ability to work independently and take self-initiative with projects.
  • Thorough knowledge of correct English, grammar, spelling, punctuation, and sentence structure and excellent proofreading skills.
  • Ability to coordinate and prioritize many different tasks, set deadlines and complete projects in a timely manner.
  • Organizational and time management skills required to manage multiple projects, reports, requests, and work load.
  • Ability to work independently and carry out assignments without detailed instructions.
  • Ability to establish and maintain excellent cooperative working relationships.
  • Ability to learn and to apply effectively the policies, procedures and guidelines affecting the position and work unit to which assigned, as well as the institution.
  • Familiarity/experience working with sensitive and confidential information (i.e. Family Educational Rights and Privacy Act – FERPA).

Education and Experience

An equivalent combination of relevant and recent experience and training which provides the required knowledge, skills and abilities may be considered.

  • Successful candidate will have a Bachelor’s Degree in Business Administration, Education, Public Relations, or related
  • Recent and related experience; Over 2 years, up to 3 Years
  • Database experience (AACOMAS, Banner, or related preferred); Over 2 years, up to 3 Years
  • Customer service experience, Over 2 years, up to 3 Years

Compensation: This is a full-time, non-classified position; it is exempt from FLSA regulations concerning overtime; base salary is $35,000 though commensurate with education and experience, plus a full state benefits package. 

Not all activities of this position occur within the confines of an 8:00-4:30 schedule and may require evening and weekend scheduling as needed.  The weekly schedule for this position will be established between the supervisor and the employee and approved given the needs of the department and the institution. 

This position has been designated as Essential. This means that when WVSOM is faced with an institutional emergency, employees in such positions may be required to remain at their work location or to report to work to protect, recover and continue operations at WVSOM.

Application: Candidates should apply for this position online at

Applications will accepted until the position has been filled.  Final candidates are subject to employment and credential verification, reference and background checks.  All applications are confidential.

West Virginia School of Osteopathic Medicine is an equal opportunity employer and is committed to enhancing diversity among its faculty and staff.




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Job No:
Posted: 4/1/2019
Application Due: 5/31/2019
Work Type:
Salary: Commensurate with education and experience; minimum salary $35,000