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Description:

Summary:

• This position independently coordinates all aspects of the annual Undergraduate Medical Education (UME) Program's Admissions intake processes for both the national AMCAS electronic primary applications and UME online secondary applications. This amounts to over 7,000 medical school applicant files received and processed annually for the M.D., M.D./Ph.D. and M.D./M.P.H. programs and annual prescreening of over 4,500 files. Coordinates process for determining mission-based and non-mission based files, reviews files for diversity, and determines applicant eligibility (citizenship, VISA, academic qualifiers, MCAT qualifiers). Ensures accuracy and integrity of data for e-file, Admissions Portal, and Admissions Tracking system. Includes creation of applicant electronic files and working with AMCAS to maintain check and balance of all files received.
• In addition, the position is responsible for working with Converge (institution online payment service) and CFS/Treasury in the intake and reconciliation of over $350K in secondary application fees. The position is responsible for advancing technology through identifying parameters within the Admissions Tracking system and other admissions databases, to enhance efficiencies to work flow, tracking, document retrieval, and cycle reconciliation. Provides coordination, at the direction of the administrative manager, UME Admissions, for support of initiatives taking place at the program level with regard to addressing health disparities.
• This includes UME admissions support for California Oregon Medical Partnerships to Address Disparities in Rural Education and health (COMPADRE), as well as the Wy'east Pathway Program. This position is responsible for maintaining reconciliation procedures and updating the admissions manual of procedures to reflect changes from one cycle to the next. Also included in the operational procedures review, is the annual updating of the online secondary application.
• This involves work with program directors, legal counsel and UME leadership to ensure all admissions policies and criteria are set for the cycle and are accurately reflected in the admissions online application, website, portal, and written literature. Plays a critical role in training of new staff on admissions procedures and tracking, along with participation in program operations and planning. This position independently assesses files for diversity and other mission-based status and is instrumental in working with UME Admissions leadership in continued streamlining of business processes to handle the annual volume increase of 10 15% each year in applicant files received.
• Additionally, the position works with database systems to manage the post-interview intake of interviewer scores, identifies and corrects discrepancies, and handles all preparations for weekly Admissions Committee meetings and post-meeting calculations to determine applicant outcomes.
• This requires working closely with the Admissions Tracking system, along with the Scheduler Access database and online scoring application. Identifies glitches in the databases when data accuracy has been compromised and works with SoM IT to bring to resolution.
• Brings to the attention of the administrative manager, UME Admissions, any concerns with regard to admissions files including verification of data, authenticity of documentation, discrepancies in reported activities, academic profiles and mission-based status.
• Responsible for handling the reconciliation process for all incomplete files, in order to update the Admissions Tracking system and ensuring data accuracy for generating statistical analyses. Performs other duties as needed and assigned by the administrative manager, UME admissions and other UME leadership for back-up. This includes staffing the UME Admissions Committee meetings, assisting with the Multiple Mini Interview (MMI) process, data generation, final review of non-mission based files, interacting with applicants, prospective applicants and general public in handling of admissions related inquiries, archiving of year-end files and maintaining records in accordance with university and school policy, confidential disposal of prior year's files, electronic filing, sorting mail, and answering front-line phones. Includes other UME level duties such as proctoring of exams.

Education / Experience Requirements:

• Three years of experience administering or coordinating parts or subsets of a project or program. - A bachelor's degree in Business Administration, Management, Public Administration, or a field directly related to the position will substitute for two years of the required experience.

Note:

• Preference in hiring may be given in a special area specific to the position opening. - Experience working within a higher education admissions process. - Previous work experience with databases

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