MD Admissions Coordinator

Job Category

Job Profile

Job Title

Department

Compensation Range

Posting End Date

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

JOB SUMMARY

The core responsibility for this position is to provide support to multiple MD Admissions office processes over the course of an admissions cycle, including the completion of various special projects. The MD Admissions Coordinator prepares, evaluates and reviews medical school applications, advises prospective students on the admissions requirements, and delivers applicant services to prospective and current applicants and the public. The incumbent works closely with other MD admissions personnel to meet targeted deadlines in each phase of the application cycle.

ORGANIZATIONAL STATUS

The MD Admissions Coordinator reports to the Associate Director, MD Admissions through the Senior Admissions Officer. The incumbent works closely with other admissions staff to ensure a successful application cycle.

WORK PERFORMED

Responsible for evaluating complex applications for MD admission that fall outside established admission policy for the purpose of determining applicants’ admissibility;

Acts as first point of contact and source of information for current and prospective applicants, the general public and health professionals. Provides clear, accurate information to applicants by email, in writing, in-person, by telephone or through the on-line application system. Must be knowledgeable about application requirements, prerequisite requirements, residency issues, and all other complex admissions policies and procedures.

Acts as first respondent to applicant issues and complaints;

Interprets and communicates policy and procedures and makes independent decisions;

Compiles and interprets complex statistical information

Works in conjunction with MD Admissions Team Members and MD Admissions Subcommittees on projects and document preparation, reading and evaluating academic, non-academic, and supplemental applications, and preparing admissions decisions;

Works in coordination with Admissions team members on preparation and execution of MD Admissions interviews;

Reads, assesses and interprets supplemental applications including applicant reference letters, writing samples, and interviewer comments;

Contacts applicants, verifiers, and other institutions regarding discrepancies or inconsistencies in applicants’ files;

Prepares final class lists for offers of admission, including administration of waitlists;

Assesses final grades and program completion requirements for all admitted and waitlisted students, to ensure continued eligibility for the MD Program; rescinds offers of admission as appropriate;

Collaborates with other Faculty of Medicine departments to ensure they receive up to date class information and that newly admitted students meet all necessary deadlines;

Attends information sessions, faculty career fairs and/or public events, for purpose of recruiting candidates to the MD Undergraduate program;

Conducts online information sessions and provides feedback and advice to prospective students;

Conducts special projects as they arise on behalf of the MD Admissions office;

Long shifts and flexible hours during MD interviews will be required of all Admissions personnel;

Performs duties related to the qualifications and requirements of the job and will be required to act as back-up to other positions as needed;

The position will be exposed to an extremely high volume of work. During peak periods, may be requested to work overtime;

Evening work and travel may be required.

CONSEQUENCE OF ERROR

Works independently under general supervision. Work is performed in accordance with broadly established policies and guidelines, which must be applied fairly and consistently.

Makes independent decisions at all times, even when policies and guidelines do not apply. Required to exercise judgment and discretion. Must be able to justify decisions and provide rational when questioned.

Tact, diplomacy and confidentiality are required at all times. Accuracy, attention to detail, and consistency are crucial.

Errors would result in incorrect information being given to prospective students. Evaluation errors would result in incorrect admission decisions. Admitting the wrong person or not admitting a qualified applicant would damage the integrity of the department and University and lead to appeals involving Admissions, the Faculty of Medicine Dean, Senate and legal counsel.

SUPERVISION RECEIVED

Reports to the Associate Director, MD Admissions.

SUPERVISION GIVEN

May manage students or support staff.

Minimum Qualifications

Undergraduate degree in a relevant discipline. Minimum of one to two years of related experience, or an equivalent combination of education and experience

Preferred QUALIFICATIONS

Ability to be thorough, accurate, and have a high level of attention to detail. Ability to effectively manage multiple tasks and priorities. Must demonstrate critical thinking skills. Ability to communicate effectively verbally and in writing. Ability to develop and maintain cooperative and productive working relationships. Ability to exercise tact, diplomacy and discretion. Ability to work effectively independently and in a team environment. Ability to deal with people in a courteous, calm manner. Ability to effectively use software at an intermediate level. (e.g., Outlook, MS Word, MS Excel). Ability to make thoughtful and informed decisions. Must be highly adaptable and flexible to change. Must be able to work flexible hours including evenings and weekends. Must be able to work long hours during critical periods. Black out vacation days in effect.