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Administrative Associate Senior - Recruitment & Admissions
Posted Yesterday
Job Description
20% - Recruitment & Admissions Operations Support
- Serve as a primary point of contact for prospective students, applicants, and visitors, providing timely and professional support via phone, email, and in person.
- Coordinate and manage admissions interview days, including scheduling applicants, faculty interviewers, student ambassadors, room reservations, and parking arrangements.
- Track, verify, and maintain admissions documentation (e.g., transcripts, required materials, forms) to ensure completeness, accuracy, and compliance.
- Manage logistics for prospective student visits, including itineraries, room scheduling, parking, and related communications.
- Enter, update, and maintain admissions and recruitment data in Slate or other admissions systems.
- Support recruitment‑related communications, including interview confirmations, event messaging, and follow‑up correspondence.
- Assist in the planning and execution of recruitment and outreach activities, including career fairs, admissions events, pipeline programs, summer camps, and shadowing or enrichment opportunities.
- Assist in coordinating and supporting summer camp operations in all aspects, including managing the camp email account; coordinating camp dates; communicating with attendees and parents; ordering materials and promotional items; collaborating with faculty and assigned students; and maintaining accurate participant records, including attendance, payment status, and accommodations.
- Coordinate event logistics such as room reservations, catering, purchasing, materials preparation, and on‑site support.
- Maintain participant lists, registrations, attendance records, and related documentation for recruitment and outreach activities.
- Update email lists, mailing lists, and websites with current recruitment, admissions, and program information.
- Assist with visitor hospitality and event scheduling involving faculty, staff, students, and external guests.
- Maintain admissions documentation as the foundational record set for newly matriculated P1 PharmD students.
- Serve as a functional interface with Academic Affairs and PharmD Student Records, ensuring continuity between admissions records and official student records.
- Support accurate creation and onboarding of P1 student records by ensuring admissions documentation aligns with Registrar, enrollment, and Academic Affairs requirements.
- Assist with Student Information System (SIS)–related processes as they intersect with admissions and student records.
- Help document and validate completion of admissions‑related requirements as they appear in student‑facing, system‑based degree audit and SIS environments.
- Provide functional systems support and basic systems analysis related to admissions documentation, student records, and SIS platforms.
- Identify and communicate gaps, inconsistencies, or process inefficiencies in how admissions requirements are captured, transferred, and represented in student records and degree audit systems.
- Support continuous improvement efforts related to SIS transitions or enhancements affecting admissions and student records.
- Collaborate with KU School of Pharmacy Academic Affairs and other campus partners to support accurate, auditable, and student‑centered data flows.
- Serve as receptionist for the recruitment and admissions suite, responding to walk‑in requests, phone calls, and emails, and acting as a point of contact for internal offices, including IT and Facilities.
- Collect and distribute incoming and outgoing mail and packages; create shipping labels; order office supplies; and assist with scanning, copying, and faxing as needed.
- Provide administrative support to recruitment and admissions leadership, faculty, and staff.
- Maintain accurate, complete, and auditable records related to recruitment and admissions activities, events, and expenditures in accordance with university and departmental policies.
- Process, track, and reconcile recruitment and admissions‑related financial transactions, including purchase requests, invoices, reimbursements, and internal transfers.
- Support special projects and initiatives related to admissions operations, recruitment strategy, student engagement, and enrollment onboarding.
- Perform additional administrative duties as assigned.