This position supports all 22 graduate programs: including bachelors, graduate certificates, masters, and doctoral, under the office of Graduate Studies in the School of Medicine (SoM). The admissions coordinator manages applications, admissions, background checks, matriculation, academic tracking, completion and graduation, and document processing for graduate programs. This position is responsible for ensuring the smooth flow of admissions and academic services within the program and requires highly developed administrative and technical knowledge of systems supporting applications, admissions, matriculation and student tracking. The position also requires a high level of customer service to support applicants, graduate students, faculty, administrative leadership, our registrar, and the public. Specific responsibilities may involve some or all the below key responsibilities. This position description is not all-inclusive, and additional responsibilities may be added by the manager, program director or designee.

PROGRAM ADMISSIONS & ONBOARDING:

• Manage all admissions, matriculation, and onboarding components for all 22 graduate programs: 600 applicants and matriculating up to 150 new students each year.
• Manage and coordinate processing of applications to 22 different programs:
  • enter required documents into Banner
  • collect and verify transcripts
  • enter international visa documentation
  • WES-iCAP and TOELF documentation
  • certify compliance of admissions documentation
  • order and certify background checks (Advanced Reporting) and payment for these checks
  • order and process drug screen tests (WorkSAFE) and payment for these.
  • certification of immunization records
• Main liaison for graduate studies with AXIOM and WebAdmit-Liaison CAS systems:
  • report on changes and updates
  • enter annual updates into systems set-up of applications
  • represent program requirements to Liaison
• Employment of Graduate Researchers (approximately 45 new students/year. This is in addition to also supporting academic matriculation for the same students as these students are entered into 2 systems).
  • enter into HR systems
  • order and certify background checks for employment background checks
  • complete finalist forms
  • account set-up in conjunction with their academic onboarding/matriculation
  • work with Graduate Researchers Admin team support onboarding, orientation, and hiring components specific to employment of Graduate Researchers
• Communicate with student applicants throughout the admissions process.
• Manage all waiver requests for admissions applications.
• Support program admissions committees through applicant interview and selection process, including providing admissions committee guidance and university/school academic policies and procedures.

ACADEMIC TRACKING AND OFFBOARDING:

• Interface between SoM Graduate Studies Office and each academic program to coordinate academic onboarding, tracking, and offboarding procedure. 
• Manage document processing for academic tracking, including mentor forms, academic processing, DAC/TAC Forms, certificate of approvals, requests for oral exams, master’s and doctoral binding receipts, and capstone tracking.
• Manage graduate faculty appointments; including tracking, upkeep of faculty documentation and generate faculty offer letters for newly approved Graduate Faculty.
• Maintain unit-level OnBase and SmartSheet database and files for student information and academic records.
• Provide continued assistance to students through support of scheduling and tracking major milestones of the graduate programs
• Support all graduation processes in conjunction with programs, academic coordinators, and Graduate Researchers Admin office, including termination, binding tracking, and verification letters.
• Work with leadership and Graduate Researchers administration to manage Leave of Absence, medical leave of absence, and leave transactions in HRE (these are unique to each student requiring implementation of unique solutions). 

PROGRAM AND UNIT SUPPORT:

• Serve as the front-facing customer service representative for all Graduate Studies, including administrative tasks of checking emails, tasking out communications, checking mail, and answering general details.
• Support graduate program related projects and committees.
• Update program guidelines, website, and communications as needed.
• This position description is not all inclusive and additional responsibilities may be added by the manager or designee.

Four years of general office or secretarial experience; OR

An Associate’s degree or certificate in office occupations or office technology and two years of general office or secretarial experience; OR

A Bachelor’s degree and two years of general office or secretarial experience; OR

An equivalent combination of training and experience.

 

Note: Successful completion of a formal OHSU Administrative Internship Program will substitute for one year of experience.

 

Job Related Knowledge, Skills and Abilities (Competencies):

• Excellent ability to communicate with (written and verbal) and support coworkers, faculty, students and the public.
• Ability to deal professionally with people in a variety of sensitive situations.
• Proficiency in MS Office Suite and database experience is essential.
• Demonstrated organizational skills required.

Education:

Bachelor’s Degree

 

Experience:

• Experience working with students in a higher education setting.
• Experience with professional students, researchers and faculty is preferred.
• Three years of experience in administrative and organizational work.

Job Related Knowledge, Skills and Abilities (Competencies):

• Proficiency in MS Office Suite and database experience is essential.
• Demonstrated organizational skills required.
• Proficiency in Banner, Oracle, CommonSpot, and Discoverer.
• Previous experience with college level application, admissions, and computer application software.
• Experience using a Learning Management System.
• Event planning experience.

Teleworker. Occasional, on and off-site day, evening, and weekend coverage may be necessary.

Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status. Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at 503-494-5148 or aaeo@ohsu.edu.