Administrative Coordinator I - MD Admissions

Scheduled Hours

40

Position Summary

This position is responsible for maintaining and managing administrative, technical and customer service processes for the Medical School MD Admissions Office. Additional responsibilities include assisting with correspondence and developing a strong working rapport with various internal and external contacts including the Student Support Services divisions, students, applicants and the members of the Committee on Admissions (COA).

Job Description

• Prepare, review and maintain interview schedule with applicants and COA members.

• Schedule applicant interview days and tours.

• Update individual interview schedules in the Admissions online scheduling system as dictated by applicant and COA member availability.

• Review, process and complete applicant files in the Admissions application system. Scan and attach incoming materials and credentials to application files. Verify transcripts and maintain both electronic and physical files.

• Arrange daily interviewee check-in, assist with interviewee orientation, produce photo ids and answer questions. Provide a warm, welcoming and friendly environment for applicants.

• Answer and appropriately reply to all inquiries from prospective applicants. This includes: walk-ins, phone calls, e-mails and mail from prospective applicants.

• Prepare admission material packets such as interview folders, event packets, and other recruitment materials. Prepare, address, and mail acceptance letters/packets.

• Assists with annual admissions events. Participates in Second Look Weekend, COA Breakfast, COA Dinner.

• Support all Committee on Admissions meetings with setup and food orders. Maintain professional relationship with all COA members and Subcommittee Chairs.

• Investigate and assist in various problem resolution and routine assistance in support of the department.

• Be available for meetings with staff, Director and Dean in Department. Meet with other Scheduling Assistants for cross training and collaboration.

• Monitor and reply to Admissions Office email accounts. Pick up and distribute physical mail.

• Assists with monitoring supplemental application fees, returning duplicate fee payments, and processing credit card refunds in payment system.

• Cover front desk, phone and walk-ins for breaks, lunch and unscheduled absence.

• Other duties as assigned.

Working Conditions:

Job Location/Working Conditions

• Normal office environment

• Ability to travel to various on- and off-campus locations

Physical Effort

• Typically working at desk or table

• Repetitive wrist, hand or finger movement

• Occasional lifting (25 lbs or less)

Equipment

• Office equipment

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education:

High school diploma or equivalent high school certification or combination of education and/or experience.

Certifications/Professional Licenses:

No specific certification/professional license is required for this position.

Work Experience:

Administrative (2 Years)

Skills:

Not Applicable

Driver's License:

A driver's license is not required for this position.

More About This Job

WashU seeks highly motivated individuals who are able to perform duties in a manner consistent with our core mission and guiding principles.

Preferred Qualifications

Education:

Bachelor's degree

Certifications/Professional Licenses:

No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience:

No additional work experience unless stated elsewhere in the job posting.

Skills:

Analytical Reasoning, Computer Applications, Computer Literacy, Detail-Oriented, Interpersonal Communication, Microsoft Access, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Office Procedures, Organizing, Software Program, Spreadsheets, Verbal Communications, Written Communication

Grade

G07-H

Salary Range

$19.29 - $29.91 / Hourly

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email CandidateQuestions@wustl.edu or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.

• Competitive health insurance packages with priority appointments and lower copays/coinsurance.

• Take advantage of our free Metro transit U-Pass for eligible employees.

• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.

• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.