Reporting to the Manager of Admissions and Student Engagement, the incumbent is responsible for effectively supporting admission activities by assessing documentation and providing students with the guidance needed to ensure they can complete their applications for admission. The successful applicant will perform administrative duties requiring initiative and judgement, assisting the Admissions Office. Duties include creating forms, reports, and other materials; assisting in providing information to applicants regarding medical school admission and the application process; assisting in the processing of medical school applications; organizing committee meetings and medical school admission interviews; booking appropriate meeting places and circulating materials for meetings and interviews; and performing other related duties as required. 

The incumbent will assist the application process and help manage application materials relating to the Doctor of Medicine.

RESPONSIBILITIES:

• Assess and monitor applications for completeness
• Update relevant admission decision fields in the student information system.
• Review applicant information to confirm residency
• Schedule meetings for Committee members
• Completing and maintenance of meeting minutes for admissions committees.
• Co-ordinate interviews for admissions
• Assist with recruiting interview committee members
• Prepare and generate application folders to be distributed amongst committees
• Prepare rank lists and other data points for admissions committees
• Accurately and efficiently enter data and review both demographic and academic grade entry for admission purposes
• Respond to queries from students regarding the status of applications
• Support applicant query requests through accurate, timely, and professional communication in-person, electronically, and via telephone
• Work collaboratively, respecting equity, diversity, and inclusion for students, faculty, staff, and community members
• Redact personal identifying information from student applications.
• Test and verify processes in application systems
• Verify documents supporting students' applications (References, transcripts, etc.)
• Ensure compliance of admissions policies
• Confidentiality of applicant information, due to the sensitive and confidential nature of the admissions process, is critical

QUALIFICATIONS:

• Completion of a recognized post-secondary program in a related field is required, plus, a minimum of two (2) years relevant work experience, preferably in a university environment
• Detail oriented with strong organizational, process, and document management skills
• Ability to establish priorities, multi-task, and work under pressure to deliver exceptional service
• Understanding of and adherence to a structured, solution driven workflow process
• Proficiency in Microsoft Office, specifically Excel and Word, or equivalent applications
• Experience using Recruit, OnBase and Colleague program software is considered an asset
• Demonstrated verbal and written communication skills, particularly in delivering client services
• Demonstrated understanding of the importance of ethical standards of integrity, fairness, and confidentiality
• Culturally competent communication and cross-cultural understanding
• Ability to work well within a team environment and independently

• Able to demonstrate flexibility, adaptability, energy, and positivity in their work