Admissions Administrator - Physician Assistant Studies Hybrid Program

The University of Pittsburgh is seeking a qualified Admissions Administrator to support the Department of Physician Assistant Studies of the School of Health and Rehabilitation Sciences. This position will work to support admissions in the PA Studies Hybrid Program.

Support includes comprehensive administrative management of student recruitment, admissions, and enrollment processes throughout the academic year. The incumbent must have strong interpersonal skills to develop a rapport and good working relationship with prospective applicants, current students, staff, faculty and University Departments and stakeholders, both internal and external. The incumbent must also have strong organizational and project management skills.

A qualified candidate must possess at least an associate’s degree in a relevant field and 3 years of relevant administrative experience, preference for 1 year of admissions experience. Combination of education and relevant experience will be considered in lieu of education requirement.
The Admissions Administrator must be familiar with University policies and procedures and be able to make decisions and work independently.

JOB DUTIES

• Management of Student Admissions process
  • Percentage of Time: 80%
  • Responsibilities/Duties:
  • Maintain full oversight and management of Centralized Application Service for Physician Assistant Students (CASPA) for Hybrid
    • Stay up to date on CASPA function and optimization
    • Train faculty and staff as needed
    • Grant appropriate user access
    • Ensure that program portals are configured appropriately each year
    • Ensure that rubrics are updated appropriately each year
    • Ensure that all correspondence templates are updated appropriately each year
    • Troubleshoot as needed
  • Review student applications and disposition appropriately
  • Serve as a liaison between applicants and the Admissions Committee during application cycle
  • Schedule, plan, and facilitate student interview days with appropriate stakeholders including faculty, adjunct faculty, staff, current and prospective students
  • Generate and disseminate acceptance/denial/waitlist correspondence as needed
  • Maintain, gather, organize and disseminate data related to admissions
  • Other tasks as assigned by the Chair of the Admissions Committee
• Prospective Student Engagement
  • Percentage of time: 5%
  • Responsibilities/Duties:
    • Manage, monitor and reply to admissions email inquiries
    • Schedule and facilitate phone admissions advising appointments
    • Plan, coordinate, and facilitate virtual and in person information sessions and open houses, and related events
    • Recruit and organize student support for admissions events
    • Participate in and assist in coordination of SHRS open houses and related events
    • Manage record keeping and data tracking related to student recruitment
    • Coordination with MCRE and SHRS Admissions team on SHRS initiatives

    • Other tasks as assigned by the Chair of the Admissions Committee

• Management of Guaranteed Admission Programs (GAP Program)
  • Percentage of Time: 5%
  • Responsibilities/Duties
    • Receive, organize and review student applications for GAP Program
    • Review applications and disposition appropriately
    • Generate acceptance and denial correspondence for all applicants and disseminate accordingly
    • Track progress of all GAP Program students throughout undergraduate or Nutrition Science education at Pitt and maintain files accordingly
    • Organize annual meetings and information sessions for GAP Program students
    • Serve as a point of contact for questions for GAP Program students and prospective students
    • Maintain, gather, organize, and disseminate data related to GAP Program
    • Other tasks as assigned by the Chair of the Admissions Committee
• Student Enrollment
  • Percentage of time: 5%
  • Responsibilities/Duties:
    • Inform students of matriculation requirements
    • Maintain communication with students and serve as a resource to provide information/answer questions
    • Other tasks as assigned by the Chair of the Admissions Committee
• Other Administrative Responsibilities
  • Percentage of time: 5%
  • Responsibilities/Duties:
    • Supervise student workers in work related to admissions
    • Coordinate website admissions updates with SHRS as needed
    • Scheduling Admissions Committee meetings and taking minutes as needed
    • Ongoing updates to the Admissions Administrator Manual
    • Other tasks as assigned by the Chair of the Admissions Committee

JOB FACTORS

Education and Experience Requirements

• Minimum Education Level Required:
  • Associate’s
• Minimum Related Experience Level Required:
  • 3 year of relevant administrative experience
• Additional Education and/or Experience Essential to the Position:
  • 1 year of admissions experience
  • Combination of education and relevant experience will be considered in lieu of education requirement.
  • The Admissions Administrator must be familiar with University policies and procedures and be able to make decisions and work independently.

Coordinates the admissions process for applicants to include active correspondence with and visit logistics for prospective students. Participates in recruitment activities and projects.

• Management of Student Admissions process
  • Percentage of Time: 80%
  • Responsibilities/Duties:
  • Maintain full oversight and management of Centralized Application Service for Physician Assistant Students (CASPA) for Hybrid
    • Stay up to date on CASPA function and optimization
    • Train faculty and staff as needed
    • Grant appropriate user access
    • Ensure that program portals are configured appropriately each year
    • Ensure that rubrics are updated appropriately each year
    • Ensure that all correspondence templates are updated appropriately each year
    • Troubleshoot as needed
  • Review student applications and disposition appropriately
  • Serve as a liaison between applicants and the Admissions Committee during application cycle
  • Schedule, plan, and facilitate student interview days with appropriate stakeholders including faculty, adjunct faculty, staff, current and prospective students
  • Generate and disseminate acceptance/denial/waitlist correspondence as needed
  • Maintain, gather, organize and disseminate data related to admissions
  • Other tasks as assigned by the Chair of the Admissions Committee
• Prospective Student Engagement
  • Percentage of time: 5%
  • Responsibilities/Duties:
    • Manage, monitor and reply to admissions email inquiries
    • Schedule and facilitate phone admissions advising appointments
    • Plan, coordinate, and facilitate virtual and in person information sessions and open houses, and related events
    • Recruit and organize student support for admissions events
    • Participate in and assist in coordination of SHRS open houses and related events
    • Manage record keeping and data tracking related to student recruitment
    • Coordination with MCRE and SHRS Admissions team on SHRS initiatives
    • Other tasks as assigned by the Chair of the Admissions Committee
• Management of Guaranteed Admission Programs (GAP Program)
  • Percentage of Time: 5%
  • Responsibilities/Duties
    • Receive, organize and review student applications for GAP Program
    • Review applications and disposition appropriately
    • Generate acceptance and denial correspondence for all applicants and disseminate accordingly
    • Track progress of all GAP Program students throughout undergraduate or Nutrition Science education at Pitt and maintain files accordingly
    • Organize annual meetings and information sessions for GAP Program students
    • Serve as a point of contact for questions for GAP Program students and prospective students
    • Maintain, gather, organize, and disseminate data related to GAP Program
    • Other tasks as assigned by the Chair of the Admissions Committee
• Student Enrollment
  • Percentage of time: 5%
  • Responsibilities/Duties:
    • Inform students of matriculation requirements
    • Maintain communication with students and serve as a resource to provide information/answer questions
    • Other tasks as assigned by the Chair of the Admissions Committee
• Other Administrative Responsibilities
  • Percentage of time: 5%
  • Responsibilities/Duties:
    • Supervise student workers in work related to admissions
    • Coordinate website admissions updates with SHRS as needed
    • Scheduling Admissions Committee meetings and taking minutes as needed
    • Ongoing updates to the Admissions Administrator Manual
    • Other tasks as assigned by the Chair of the Admissions Committee
      

Duties are primarily sedentary. May be required to move objects up to 25 pounds occasionally.