Admissions Coordinator

Job description

Posting Details

Job TitleAdmissions CoordinatorUnion LevelVDepartmentStudent Services (SF) CampusSan FranciscoPosting Number201302167PFull or Part TimeFull TimeNumber of Months12Work Schedule

Working Conditions:

1.Position is full-time, 7.5 hours per day, 5 days per week.
2.Requires occasional weekend or evening assignments, on and off-site.
3.May involve some in- and out-of-state travel.

Position End DateOpen Date10/02/2020Close DateOpen Until FilledYesSpecial Instructions to ApplicantsPrimary Purpose

Under the supervision of the Assistant Dean, Admissions, Student Affairs, and Diversity, responsible for communication, administrative and technical duties related to admissions advising and interviews, outreach, systems, data, report design/development and coordination of school-sponsored pre-dental / -health events and programs.

Essential Functions

1.Advise, communicate with, and provide information to prospective and current applicants regarding admissions requirements, status of application materials, general school information and questions relating to strengthening applicant preparation; conduct school tours for or present to prospective applicants and pre-dental / pre-dental hygiene groups,.

2.Coordinate admissions-related meetings and events with student ambassadors and admissions committee.

3.Coordinate and schedule applicant interviews with faculty, dental students, staff, and student ambassadors in accordance with established admissions guidelines.

4.Oversee and coordinate admissions interview arrangements and interview day program for applicants, faculty and student interviewers, admissions committee members, staff and administrators to include interview scheduling, room and catering reservations, school tours, student lunch panels, preparation/assembly of information packets and name badges; present general interview, school and program information to prospective students.

5.Coordinate and oversee the Big / Little Sib progam: distribute and analyze student surveys, collaborate / partner with student chairs and director of admissions to pair incoming students with first-year students.

6.Coordinate, assist and collaborate with internal departments, school sponsored and admissions-related events, activities and programs including but not limited to:
•Pre-Dental Clinical Simulation Course
•Annual Admissions Meeting
•Dental Camp
•Big / Little Sib Program
•Supportive Partner and Partner Night (first-year orientation)

7.Assist with coordination of onsite and off-site school sponsored student and admissions-related events, activities and programs including but not limited to:
•1st and 2nd year class retreats (dental student retreats)
•Asilomar Conference (3rd year student retreat)
•Welcome Luncheon (incoming dental students)
•Dugoni Discovery Day (annual admissions open house)

8.Ensure appropriate event and activity contracts are obtained and reviewed by administration for events; request certificate of insurance as needed.

9.Update, calibrate and set up online application, student record, admissions scheduling software/platforms/services, Canvas, WebAdMIT, Admissions Bridge/AxiUm /Banner, in liaison with American Dental Education Association or Office of Information Technology (Stockton and San Francisco).

10.Maintain online application processing, enrollment fees, applicant statuses and file review on WebAdMIT; assist with online data entry and updates on Admissions Bridge/AxiUm /Banner.

11.Track applicant review stages to ensure updated admissions statuses for all applicants (review, interviewed, accepted, denied, under committee review and final review etc.) on WebAdMIT.

12.Maintain training guides and train admissions staff, students, faculty, administrators and admissions committee members on processes and systems, including WebAdMIT, Canvas, Banner, Admissions Bridge / AxiUm and interview / admissions processes.

13.Update and edit online admissions information on school website.

14.Maintain, update and distribute matriculating class and student data for use by California dental schools, American Dental Association, American Dental Education Association, Offices of Admissions and Academic Affairs; maintain student demographic information for reporting purposes.

15.Develop simple to complex reports to meet wide variety of admissions- and student-related statistical analysis and reporting needs in support of operations, programs, projects and compliance.

16.Create and distribute admissions surveys; assist with collection, organization and analysis of survey data/outcomes; report as necessary.

17.Represent Pacific in student recruitment efforts and admissions-related speaking engagements as needed to include:

•Create and maintain admissions-/dental school-related PowerPoint presentations
•Present admissions and general dental school info on panel discussions, to pre-dental/-health student groups and organizations, visiting college and high school students as well as during admissions activities and events, including Interview Days, Preview Day, Profile Day, Honors Day and Pre-Clinical Simulation Course
•Participate and attend recruitment events and pre-dental/health college fairs
•Prepare written reports for each recruitment trip/activity for submission to the Director of Admissions and Executive Admissions Committee

18.Provide coverage for admissions staff as necessary.

19.Perform all other duties as assigned by Assistant Dean, Admissions, Student Affairs, and Diversity.

Minimum Qualifications

Knowledge of:

1.Intermediate Microsoft Excel, Word, PowerPoint, and Outlook calendar and email.
2.Canvas, Banner, Qualtrics and WebAdMIT desirable.
3.Knowledge of admissions, recruitment, enrollment and advising procedures and protocol helpful.
4.Business letter writing.
5.Presentation skills.


1.Minimum three years experience with graduate program admissions


1.High school diploma or equivalent.
2.Bachelor’s degree preferred.

Preferred Qualifications

Ability to:

1.Demonstrate excellent attention to detail, problem solving, judgment, customer service and follow-through skills.
2.Operate a variety of office/business machines to include computer, copier and scanner
3.Build professional relationships with students to help meet and exceed their educational goals to follow them through the enrollment process
4.Type 65 wpm.
5.Accurately communicate admissions requirements, processes, and protocol thorugh excellent written and oral communication
6.Project a professional image, demonstrate strong interpersonal skills and communicate in a collegial and professional manner with administrators, faculty, staff, students and the public
7.Respond to last minute changes appropriately and professionally.
8.Maintain confidentiality of information.
9.Take initiative in time management, organize assignments and set priorities to meet multiple deadlines.
10.Work effectively and accurately with multiple interruptions
11.Work productively under pressure with minimal supervision; contribute and collaborate positively within a team environment.


1.Experience in an educational institution within an admissions/student services/academic affairs environment helpful.

Physical Requirements

The physical demands described here are representative but not definitive of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1.Work performed is primarily general office/administrative with frequent use of computer keyboard, mouse, and phone; occasional use of copier/scanner.
2.Requires sitting majority of the working day; occasional standing, walking, bending, and reaching.
3.Occasional lifting of up to 25 lbs should be anticipated.

Hiring Range31.17Background Check Statement

All applicants who receive a conditional offer of employment are required to execute a release and authorization for a background screening.

AA/EEO Policy Statement

University of the Pacific is an affirmative action and equal opportunity employer dedicated to workforce diversity. In compliance with applicable law and its own policy, Pacific is committed to recruiting and retaining a diverse faculty and staff and does not discriminate in its hiring of faculty and staff, or in the provision of its employment benefits to its faculty and staff on the basis of race, color, religion, national origin, ancestry, age, genetic information, sex/gender, marital status, military and veteran status, sexual orientation, medical condition, pregnancy, gender identity, gender expression, or mental or physical disability.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

  1. * How did you first learn about this employment opportunity?
    • University of the Pacific Website
    • Craigslist
    • LinkedIn
    • Association of American Colleges and Universities (AAC&U)
    • Chronicle of HIgher Education
    • Diverse Issues in Higher Education
    • Higher Education Recruitment Consortium (HERC)
    • Higher Education Recruitment Consortium - Northern California (NorCal HERC)
    • Modesto Bee
    • Pacific Employee
    • Personal Referral
    • Professional or Association Listserv
    • Publication or website from a professional organization
    • Sacramento Bee
    • San Francisco Chronicle
    • Stockton Record
    • Agency Referral
    • Other Online Job Board
  2. * Are you currently excluded from participation in Medicare, Medicaid or any other Federal health care program?
    • Yes
    • No
  3. * Have you received notice that you are under review for possible exclusion from Medicare, Medicaid or any other Federal health care program?
    • Yes
    • No
Applicant DocumentsRequired Documents
  1. Resume
  2. Cover Letter/Letter of Application
Optional Documents




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    Job No:
    Posted: 10/4/2020
    Application Due: 1/2/2021
    Work Type: