Assists with the development and implementation of the admissions program.
Coordinates with faculty to align program objectives with educational goals and standards.
Monitors and assesses program effectiveness, making improvements as needed.
Coordinates with the communications office to develop and maintain admissions‑related electronic and print materials, including the admissions website.
Serves as the primary departmental lead for ordering and managing print materials.
Administrative Coordination
Recruits, schedules, and confirms interviewers for interview sessions, ensuring appropriate coverage and timely communication of assignments.
Assists with responding to routine inquiries submitted through the departmental email inbox.
Coordinates the onboarding process for admitted applicants, collaborating with campus partners such as the student health center, registrar's office, identification office, and student housing to develop onboarding checklists and outline requirements.
Coordinates the execution, collection, and tracking of background checks and official transcripts for admitted applicants.
Develops the annual directory for incoming medical students and coordinates distribution to designated departments.
Supports program budget tracking and effective use of program resources.
Prepares reports on admissions and program activities, progress, and status.
Maintains accurate program records and documentation in accordance with institutional requirements.
Supports application processing, evaluation, and tracking through the Texas Medical and Dental Schools Application Service (TMDSAS) common application and designated CRM systems.
Coordinates assignment of video assessments to evaluators through approved platforms, tracks submission status, and follows up to ensure timely completion.
Maintains accurate and up‑to‑date records of applicant statuses and admissions offers.
Event Planning and Management
Plans and coordinates Campus Visit Days, managing all logistics including scheduling, correspondence, venue reservations, catering, and parking arrangements.
Plans and coordinates interview day logistics, including facilitation of virtual interviews, scheduling appointments, preparing correspondence and interview materials, and managing space reservations.
Coordinates with medical staff, faculty, community partners, and collegiate institutions in support of admissions events and activities.
Stakeholder Collaboration
Coordinates with faculty and staff to support effective delivery of admissions‑related program activities.
Assists in the recruitment, onboarding, and training of faculty, student representatives, and selection participants involved in admissions interviews and file evaluations.
Applicant Support and Guidance
Communicates with prospective and admitted applicants regarding the admissions process, pre-matriculation requirements, and onboarding.
Represents the admissions office at recruitment fairs, tabling events, and campus presentations as needed.
Other Job Duties may apply as assigned
MARGINAL
Benefits
Health insuranceDental insurance
Additional Information
Job Posting Title:
Academic Program Coordinator - Admissions and Recruitment ----
Hiring Department:
Department of Medical Education ----
Position Open To:
All Applicants ----
Weekly Scheduled Hours:
40 ----
FLSA Status:
Exempt from FLSA ----
Earliest Start Date:
Immediately ----
Position Duration:
Expected to Continue ----
Location:
UT MAIN CAMPUS ----
Job Details:
General Notes
The Department of Medical Education at the Dell Medical School is looking for an Academic Program Coordinator - Admissions and Recruitment.
The Academic Program Coordinator, Admissions and Recruitment oversees admissions program operations and provides support for the recruitment and selection of prospective medical students. The role integrates program coordination with admissions processes to ensure compliance with institutional policies and accreditation requirements. The coordinator collaborates with internal and external stakeholders, manages applicant communications and interview logistics, and supports recruitment initiatives aligned with the institution's mission and strategic goals.
Purpose
The Academic Program Coordinator provides administrative and operational support for an assigned medical educational program (or programs) within the healthcare system, such as clerkships, electives, residency rotations, continuing medical education (CME), graduate medical education (GME), and student affairs. Reporting to a faculty leader or department manager, this role collaborates with faculty and students, assists with program curriculum development and implementation, and ensures programs meet established educational goals and standards. The Academic Program Coordinator is responsible for maintaining compliance with institutional and regulatory requirements, supports budget tracking, and organizes educational events to enhance learning and engagement.
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