Admissions Coordinator

Primary Purpose
Under the supervision of the Associate Dean for admissions and student affairs supports and coordinates all aspects of the admissions process for post-graduate internship fellowship residency and advanced standing programs (orthodontics endodontology dental sleep medicine oral & maxillofacial surgery anesthesiology special care/ hospital dentistry global dental educators) as well as advising for other programs ( DDS IDS DH). This position also assists with events initiatives and outreach activities that promote the schools mission vision and values. University of the Pacific recognizes that diversity equity and inclusion is foundational to the success of our valued students and employees. We prioritize policy and decision-making that demonstrates awareness of and responsiveness to the ways socio-cultural forces related to race gender ability sexuality socio-economic status etc. impede or propel students faculty and staff .

Essential Functions
Advise communicate and provide timely information to prospectives and applicants regarding admissions requirements pre-requisites deadlines application statuses and program details. Coordinate all aspects of the admissions process including application receipt file review fee processing deposit tracking and applicant correspondence through platforms such as Banner PASS WebAdMIT CAAPID National Matching Service and other related systems. Serve as the primary contact for applicants and assist in resolving technical procedural or status-related inquiries. Maintain accurate and up-to-date admissions data records and reports to support decision-making by program directors and the Offices of Admissions Academic Affairs and institutional research. Maintain and analyze admissions statistics applicant demographics and yield data; prepare summary reports for internal and external stakeholders. Assist in ensuring compliance with university accreditation and federal guidelines for data handling FERPA and document retention. Coordinate and schedule applicant interviews and admissions committee meetings; prepare candidate files and applicant data for committee review applicant data summaries and reviewer materials. Provide committees and faculty with training and technical support for admissions systems evaluation rubrics and holistic review practices. Coordinate support and represent the school at admissions-related programs and recruitment events including but limited to: Matriculation / Orientation Week Dugoni Discovery Day Annual Admissions Meeting Pre-Clinical Simulation Course Coordinate outreach/yield activities including accepted student receptions virtual information sessions student panels and campus tours. Develop and deliver presentations and materials for admissions events committee orientations and recruitment activities. Collaborate with the university units to update and maintain admissions web pages catalogs brochures digital media and social platforms. Work collaboratively with Academic Affairs Registrar Financial Aid and Student Affairs to ensure smooth onboarding and matriculation of accepted students and residents. Prepare accepted student files transcripts and documentation for transfer to appropriate departments. Provide coverage and cross-support for admissions/student services staff. Perform all other duties as assigned by Associate Dean or designee.

Minimum Qualifications
Knowledge of: Student admissions procedures and protocol. Intermediate Microsoft Word Excel Access PowerPoint Outlook Qualtrics and WebAdMIT. Principles of business letter/report writing. Experience: Minimum of two years office experience in admissions/student services office or combination of related higher education work experience. Experience in admission-management software/centralized application services (WebAdMIT). Education: High school diploma or equivalent. Working Conditions: Position is full-time 7.5 hours per day 5 days per week. Occasional weekend or evening assignments may occur during various school events. May involve some travel.

Preferred Qualifications
Experience: Experience working with graduate program admissions helpful. Experience in an educational institution in student services/academic affairs helpful. Ability to: Accurately communicate admissions requirements processes and protocol. Communicate effectively with students faculty staff and public. Effectively manage multiple projects and assignments and meet deadlines. Respond to last-minute changes appropriately and professionally. Work independently and in a team environment. Maintain confidentiality of information. Compose/edit professional business letters and reports. Follow instructions. Project a professional and helpful demeanor. Provide excellent customer service to all constituencies. Type 65 wpm. Education: Bachelors degree preferred. Other: Experience and sensitivity in working with people of diverse backgrounds and cultures. Demonstrated experience in advancing social justice equity and inclusion in a university setting. Ability to engage and integrate culturally responsive practices and knowledge in their work.

Work Schedule
M-F