Admissions and Records Associate - Carle Illinois College of Medicine

Student Affairs

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Job Summary

Duties & Responsibilities

Administrative

• Provide coordination support of the recruitment plan. This includes:
-Track the number of matriculants from each school
-Plan, support, and coordinate all recruitment events, trips, and programs
• Coordinate planning of local “open house” events.
• Anticipate the needs of the office and set priorities to ensure efficient operations of admissions from planning to implementation.
• Understand the admissions process and the recruitment plan. Serve as a resource to applicants, respond to inquiries regarding the process, deadlines, and expectations.
• As needed, meet with applicants requesting information on the program and the application process.
• Participate in annual quality improvement projects identified by Admissions Leadership, to enhance the effectiveness and efficiency of the medical school application process.
• Participate in all areas of unit planning as a full member of the Admissions Leadership Team.
• Support emergent strategic projects within the unit.
• Suggest and implement processes that support the college priorities and initiatives.
• Take lead administrative responsibility for two of the three subcommittees of the college admissions committee (Finalist subcommittee and Competency subcommittee) including:
-Contact and assign roles to faculty
-Monitor all progress and timelines
-Review and revise materials

Operations

• Responsible for managing confidential admissions records and files, ensuring the handling of sensitive documents with strict adherence to confidentiality requirements.
• Responsible for updating and content maintenance of both the admissions and the recruiting sections of the student affairs website.
• Review all mail and emails coming to admissions and recruitment. Independently draft template responses and other applicable correspondence.
• Annually review and update complex and formal standard letters sent out through the Slate system.
• Attend meetings as a delegate for the Director of Admissions/Associate Director of Admissions.
• Interpret and suggest improvements to policies and procedures to ensure efficient operation.
• Provide administrative support to the admissions committee.

Technical

• Evaluate and design forms, evaluations, and surveys.
• Support development of reports and data analysis through various platforms including Slate and AMCAS for Schools.
• Based on observations in data, work with Director/Associate Director to analyze issues and identify solutions.
• Provide administrative support to students; assist in locating and interpreting data

Other

• Perform related duties as assigned.
• This position may require in state and out of state travel.
• Establish and maintain effective working relationships; work cooperatively and collegially with others in a manner consistent with a workplace of dignity and respect; support and engage in equal employment opportunity principles, rules, and regulations.
• Foster a culture of diversity and inclusion within the Carle Illinois College of Medicine.
• Champion positive inter-professional relationships bridging the college’s private/public organization and mission.

Minimum Qualifications

• Bachelor’s degree in business, communication, education, humanities, public relations, social sciences, or a field related to the position.

• Two (2) years (24 months) of professional work experience in admissions, records, registration, and/or closely related experience within an educational setting.

Preferred Qualifications

• Admissions experience which should include, but not be limited to, evaluation of student transcripts and applications, effective oral and written communication, management of student employees

• Experience working for at least 12 months in admissions of a professional degree program

Knowledge, Skills and Abilities

• • This position involves a great deal of judgement, independent decision making, tact, and knowledge of effective communications, and requires scrupulous follow-through and initiative. • Strong attention to detail with a commitment to accuracy and quality in all aspects of work. • Proficient in using personal computers and adept at leveraging various software applications to meet organizational needs. • Skilled in balancing diverse stakeholder expectations and integrating input from multiple constituencies to achieve cohesive outcomes.

Appointment Information

This is a 100% full-time Civil Service 2753 - Admissions and Records Associate position, appointed on a 12-month basis. The expected start date is as soon as possible after 2/24/2025. The budgeted salary range is $48,000 - $52,000. We strive to provide a competitive salary, considering factors such as available market data, internal equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. The final salary offer will be determined through a thorough assessment of these elements. Sponsorship for work authorization is not available to begin this position or continue in this position.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on Tuesday February 11,2025. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact wmmyers@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu.

Requisition ID: 1028247
Job Category: Professional and Administrative
Apply at: https://jobs.illinois.edu