The University of Pittsburgh is seeking a qualified Admissions Administrator to support the Department of Physician Assistant Studies of the School of Health and Rehabilitation Sciences. This position will work to support admissions in the PA Studies Hybrid Program.
Support includes comprehensive administrative management of student recruitment, admissions, and enrollment processes throughout the academic year. The incumbent must have strong interpersonal skills to develop a rapport and good working relationship with prospective applicants, current students, staff, faculty and University Departments and stakeholders, both internal and external. The incumbent must also have strong organizational and project management skills.
A qualified candidate must possess at least an associate's degree in a relevant field and 3 years of relevant administrative experience, preference for 1 year of admissions experience. Combination of education and relevant experience will be considered in lieu of education requirement. The Admissions Administrator must be familiar with University policies and procedures and be able to make decisions and work independently.
JOB DUTIES
Management of Student Admissions process • Percentage of Time: 80% • Responsibilities/Duties:
Maintain full oversight and management of Centralized Application Service for Physician Assistant Students (CASPA) for Hybrid
Stay up to date on CASPA function and optimization
Train faculty and staff as needed
Grant appropriate user access
Ensure that program portals are configured appropriately each year
Ensure that rubrics are updated appropriately each year
Ensure that all correspondence templates are updated appropriately each year
Troubleshoot as needed
Review student applications and disposition appropriately
Serve as a liaison between applicants and the Admissions Committee during application cycle
Schedule, plan, and facilitate student interview days with appropriate stakeholders including faculty, adjunct faculty, staff, current and prospective students
Generate and disseminate acceptance/denial/waitlist correspondence as needed
Maintain, gather, organize and disseminate data related to admissions
Other tasks as assigned by the Chair of the Admissions Committee
Prospective Student Engagement
Percentage of time: 5%
Responsibilities/Duties:
Manage, monitor and reply to admissions email inquiries
Schedule and facilitate phone admissions advising appointments
Plan, coordinate, and facilitate virtual and in person information sessions and open houses, and related events
Recruit and organize student support for admissions events
Participate in and assist in coordination of SHRS open houses and related events
Manage record keeping and data tracking related to student recruitment
Coordination with MCRE and SHRS Admissions team on SHRS initiatives
Other tasks as assigned by the Chair of the Admissions Committee
Management of Guaranteed Admission Programs (GAP Program)
Percentage of Time: 5%
Responsibilities/Duties
Receive, organize and review student applications for GAP Program
Review applications and disposition appropriately
Generate acceptance and denial correspondence for all applicants and disseminate accordingly
Track progress of all GAP Program students throughout undergraduate or Nutrition Science education at Pitt and maintain files accordingly
Organize annual meetings and information sessions for GAP Program students
Serve as a point of contact for questions for GAP Program students and prospective students
Maintain, gather, organize, and disseminate data related to GAP Program
Other tasks as assigned by the Chair of the Admissions Committee
Student Enrollment
Percentage of time: 5%
Responsibilities/Duties:
Inform students of matriculation requirements
Maintain communication with students and serve as a resource to provide information/answer questions
Other tasks as assigned by the Chair of the Admissions Committee
Other Administrative Responsibilities
Percentage of time: 5%
Responsibilities/Duties:
Supervise student workers in work related to admissions
Coordinate website admissions updates with SHRS as needed
Scheduling Admissions Committee meetings and taking minutes as needed
Ongoing updates to the Admissions Administrator Manual
Other tasks as assigned by the Chair of the Admissions Committee
JOB FACTORS
Education and Experience Requirements
Minimum Education Level Required:
Associate's
Minimum Related Experience Level Required:
3 year of relevant administrative experience
Additional Education and/or Experience Essential to the Position:
1 year of admissions experience
Combination of education and relevant experience will be considered in lieu of education requirement.
The Admissions Administrator must be familiar with University policies and procedures and be able to make decisions and work independently.
Job Summary
Coordinates the admissions process for applicants to include active correspondence with and visit logistics for prospective students. Participates in recruitment activities and projects.
Essential Functions
Management of Student Admissions process • Percentage of Time: 80% • Responsibilities/Duties:
Maintain full oversight and management of Centralized Application Service for Physician Assistant Students (CASPA) for Hybrid
Stay up to date on CASPA function and optimization
Train faculty and staff as needed
Grant appropriate user access
Ensure that program portals are configured appropriately each year
Ensure that rubrics are updated appropriately each year
Ensure that all correspondence templates are updated appropriately each year
Troubleshoot as needed
Review student applications and disposition appropriately
Serve as a liaison between applicants and the Admissions Committee during application cycle
Schedule, plan, and facilitate student interview days with appropriate stakeholders including faculty, adjunct faculty, staff, current and prospective students
Generate and disseminate acceptance/denial/waitlist correspondence as needed
Maintain, gather, organize and disseminate data related to admissions
Other tasks as assigned by the Chair of the Admissions Committee
Prospective Student Engagement
Percentage of time: 5%
Responsibilities/Duties:
Manage, monitor and reply to admissions email inquiries
Schedule and facilitate phone admissions advising appointments
Plan, coordinate, and facilitate virtual and in person information sessions and open houses, and related events
Recruit and organize student support for admissions events
Participate in and assist in coordination of SHRS open houses and related events
Manage record keeping and data tracking related to student recruitment
Coordination with MCRE and SHRS Admissions team on SHRS initiatives
Other tasks as assigned by the Chair of the Admissions Committee
Management of Guaranteed Admission Programs (GAP Program)
Percentage of Time: 5%
Responsibilities/Duties
Receive, organize and review student applications for GAP Program
Review applications and disposition appropriately
Generate acceptance and denial correspondence for all applicants and disseminate accordingly
Track progress of all GAP Program students throughout undergraduate or Nutrition Science education at Pitt and maintain files accordingly
Organize annual meetings and information sessions for GAP Program students
Serve as a point of contact for questions for GAP Program students and prospective students
Maintain, gather, organize, and disseminate data related to GAP Program
Other tasks as assigned by the Chair of the Admissions Committee
Student Enrollment
Percentage of time: 5%
Responsibilities/Duties:
Inform students of matriculation requirements
Maintain communication with students and serve as a resource to provide information/answer questions
Other tasks as assigned by the Chair of the Admissions Committee
Other Administrative Responsibilities
Percentage of time: 5%
Responsibilities/Duties:
Supervise student workers in work related to admissions
Coordinate website admissions updates with SHRS as needed
Scheduling Admissions Committee meetings and taking minutes as needed
Ongoing updates to the Admissions Administrator Manual
Other tasks as assigned by the Chair of the Admissions Committee
Physical Effort
Duties are primarily sedentary. May be required to move objects up to 25 pounds occasionally.
Assignment Category: Full-time regular
Job Classification: Staff.Admissions Counselor II
Job Family: Academic & Student Services
Job Sub Family: Admissions, Enrollment, & Recruitment
Will this position accept substitution in lieu of education or experience: Combination of education and relevant experience will be considered in lieu of education and/ or experience requirement.
Additional details about Required Licensure/Certification: NA
Work Schedule: Monday - Friday, 8:30am -5:00pm
Work Arrangement: Hybrid: Combination of On-Campus and Remote work as determined by the department.
Hiring Range: TBD Based Upon Qualifications
Relocation_Offered: No
Visa Sponsorship Provided: No
Background Check: For position finalists, employment with the University will require successful completion of a background check