Admissions Specialist

Job description

Job Title: Admissions Specialist
Location: Case Main Campus
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 8901

Working under limited supervision, the Admissions Specialist is responsible for the review and evaluation of applicant files, shepherding applicants through the admissions process, and incoming student onboarding for the School of Medicine Master of Science in Anesthesia Program sites. The MSA Program is the second largest graduate program in the School of Medicine; it has educational sites in Cleveland (main campus); Houston, Texas; Washington DC; and a start-up location in Austin, Texas. The responsibilities of this position are network-wide and serve all the MSA Program locations. The Specialist may be the first contact for many applicants and therefore needs to present the highest level of professionalism. The Specialist will advise and instruct applicants on the program’s admission requirements and how to improve the quality of their application to make it more competitive. The Specialist will also serve as a key financial administrator for the program network and support the Director of Network Admissions and Finance in preparing and maintaining the departmental budgets.


    Review and evaluate applicant files for the MSA Program sites. Make recommendations to the director of network admissions and finance to interview, admit, or decline applicants, or to place them on an alternate/waiting list. (25%)Counsel prospective students about their applications and the MSA Program selection process; instruct them on how to improve the strength of their application. Process applications for completion and communicate with applicants to answer questions so that all components meet the requirements. Advise health professions advisors across the US on the program’s admission requirements and the certified anesthesiologist assistant profession; meet with them to establish articulation agreements and other collaborations. (15%)Identify and collate key information to aid in the pre- and post-interview evaluation of applicants and select the materials each site will give to their applicants on interview day. Develop an interviewee survey, collect and analyze results of the survey. Track admitted applicants to ensure final transcripts are received, and all academic requirements for admission have been met prior to the start of the program. (10%)Manage financial activities for the MSA Program sites. Collaborate with the director of network admissions and finance to develop annual budgets for the program sites. Analyze expense patterns, make cost projections, and recommend courses of action. Process independent contractor agreements, purchases, and reimbursements. Reconcile office expenses to budget. (10%)Manage the onboarding process for incoming students. Advise, instruct, and monitor students to ensure they complete all required steps of the onboarding process. Evaluate the onboarding process to streamline and continually improve upon it. Evaluate and edit the post-admissions materials (welcome email, post-admissions checklist, immunization list, and other related documents). Provide students with needed credentials and information for setting up their Case network IDs and email accounts, and for securing summer health insurance. Organize, prepare, and distribute welcome gifts to incoming students. (12%)Oversee and monitor incoming student background checks, drug screenings, and immunizations, ensuring compliance. Advise students on required immunizations according to the program, school of medicine, university health services, and clinical affiliate requirements. (10%)Facilitate collaboration between the MSA program sites and other school of medicine programs in order to consolidate new student orientation activities. Coordinate with site staff to create a uniform pre-orientation checklist for new students. Manage the updating of orientation materials for new students (textbook list, drug dosage card, pediatric anesthesia pocket guide, and other related documents); arrange for distribution of these materials to the program sites. (8%)


    Perform other duties as assigned. (5%)Interpret program, school and university policies and procedures and ensure compliance by program personnel. Communicate any changes to policies and procedures to ensure implementation. (3%)Develop and analyze statistical reports and data relating to admissions that will form the basis for developing and implementing a recruitment and retention strategy. (2%)


Department: Continuous contact with program leadership, faculty, and staff across all the MSA Program sites, as well as with School of Medicine faculty/staff colleagues, to provide administrative guidance, interpret policy, maintain workflow, collaborate, and share information.

University: Frequent contact within the School of Medicine, including graduate education leadership, director of enrollment management & strategic initiatives, registrar/financial aid/admissions offices, UTech, and other SOM programs for the purposes of collaboration, incoming student onboarding, and current student management. Frequent contact within the university - with university pre-health advisors, International Student Services, Health Services, Office of Financial Aid, Office of General Counsel, Procurement and Distribution Services, and with other university departments as needed – to complete admissions, financial and daily job responsibilities. Infrequent contact at administrative forums and HR information sessions. Will represent the MSA Program at meetings pertaining to university admissions processes as needed.

External: Continuous contact with constituents in person and via phone and email - prospective applicants, current applicants, interviewees, parents, visitors, health professions advisors across the US to promote and provide information about the program, and to advise and instruct about admissions matters. Regular contact with vendors to negotiate price, terms and conditions for office purchases. Infrequent contact with peer programs for the purpose of professional collaboration. Infrequent contact with national professional organizations (National Association of Advisors for the Health Professions, American Academy of Anesthesiology Assistants, American Society of Anesthesiologists) in order to obtain or provide information and register for conferences.

Students: Occasional formal contact with current anesthesia students; frequent informal interactions occur daily, though, to exchange information, advise and instruct. Regular contact with student employees.


No direct supervision of staff employees. Indirect supervision of staff at all the MSA Program’s sites in their work related to admissions and finance. May supervise student and temporary employees.


Education/ Experience: Bachelor’s degree and 0 to 2 years of related experience; OR Associate’s degree and 3 or more years of experience, preferably working in an admissions office or university setting.


    High comfort level with web-based and Mac applications including but not limited to the use of Google Apps and Microsoft Office (Word, Excel, and PowerPoint).Close attention to detail, excellent analytical skills, and ability to problem solve and follow an issue through to resolution.Ability to think strategically and act proactively with a high sense of commitment.Ability to manage budgets, including setting budgets and budgetary priorities, forecasting, and meeting targets. Ability to use PeopleSoft and Oracle financial system applications.Excellent interpersonal and communication skills (including oral, written, and presentation).Strong commitment to customer service and must be able to act as a strong ambassador of the MSA Program to all constituents.Strong organizational skills, self-motivation and demonstrated ability to work independently as well as collaboratively in a team.Ability to meet consistent attendance.Ability to interact with colleagues, supervisors, and customers face to face.


Fast-paced working environment requiring adaptability and flexibility. Occasional evenings and weekends required.

Diversity Statement

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.


Reasonable Accommodations

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 Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.





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Job No:
Posted: 6/10/2021
Application Due: 9/8/2021
Work Type: Full Time