Admissions Coordinator in Phoenix, Arizona at Valley College Of Osteopathic Medicine

This job description provides a general outline of duties and qualifications of the position. Other duties may be assigned, and the description may be changed at any time. It is not intended to limit normal change and growth nor prevent employees from working to ensure the success of our endeavors. POSITION DESCRIPTION: The Admissions Coordinator plays a critical role in supporting the Office of Student Services at The Valley College of Osteopathic Medicine (The Valley COM) by coordinating, organizing, and facilitating admissions processes for prospective and incoming students. This individual serves as a key point of contact for applicants and works collaboratively with the Admissions Manager and the Director of Admissions and Recruitment to ensure a seamless experience from initial inquiry through matriculation. Additionally, the Admissions Coordinator assists with institutional and student-centered events, contributing to the overall success of the admissions and student services mission. SPECIFIC/KEY RESPONSIBILITIES: Mission Driven • Promote The Valley COM’s mission to train osteopathic physicians with the courage to lead, the passion to serve, and a devotion to learning. • Serve as a liaison to prospective students, providing accurate and timely information regarding application procedures, requirements, and timelines. • Contribute to the planning and execution of institutional events such as the white coat ceremony, commencement, open houses, and accepted student days. • Maintain a high level of professionalism and confidentiality in all communications with students, applicants, faculty, and staff. Leadership and Advisory • Support the Admissions Manager and the Director of Admissions and Recruitment in implementing admissions-related strategies and best practices. 2525 W. Townley, Phoenix, AZ, 85021 • Assist with the development and maintenance of standard operating procedures and communication templates for admissions processes. Evaluation/Assessment • Assist with the review and screening of applications, including facilitation of secondary application processing. • Prepare and distribute applicant reports, status summaries, and admissions decision notifications. • Enter and upload specialized data into designated Admissions systems and generate reports from that data. • Support the Admissions Manager and the Director of Admissions and Recruitment in tracking KPIs and other metrics related to recruitment, yield, and enrollment. • Provide regular admissions (numbers) and funnel status reports to College management and senior admissions team members. • Cleanup any reports that contain extraneous or incomplete data. • Test CRM processes. • Track virtual event attendance. Professional Development • Participate in professional development opportunities to stay updated on trends in admissions, CRM systems, and best practices in higher education recruitment. • Engage in relevant trainings to improve system proficiency and customer service skills Student Support Services & Mentorship • Coordinate with other departments (e.g., Registrar, Financial Aid, Student Affairs) to ensure seamless transition for incoming students. • Support onboarding and communication processes for admitted students through matriculation. • Serve as the primary point of contact for student communications/routine applicant questions (calls, emails, other forms of inquiry) to help move students through the admissions process. • Answer process questions and clarifications from potential applicants via email, phone, and video calls/consultations. • Schedule and execute campus tours. • Offer technical support to applicants and new students (eg. password resets, navigating the student portal, etc). • Keep the recruitment and application tracking program (Liaison) updated with student information, adding correspondence and uploading new transcripts/work/research/clinical experiences for each file. • Confirm Interview Day offers and acceptances. 2525 W. Townley, Phoenix, AZ, 85021 Collaboration • Work collaboratively with faculty, student ambassadors, and staff to coordinate and facilitate candidate interview days. • Provide logistical and administrative support for student engagement events, orientation programs, and recruitment events. • Create events in Liaison and work collaboratively with other departments to schedule, set-up, execute, and clean up said events. • Assist with ordering College merchandise and swag and other inter-departmental product needs. Research & Innovation • Contribute ideas to enhance the admissions process, applicant engagement strategies, and CRM communication workflows. • Raise any technical issues with Liaison to supervisor. Accreditation, Quality and Compliance • Maintain accurate records in CRM and admissions platforms to ensure compliance with institutional policies and accreditation standards. • Assist in data collection and reporting for accreditation and internal quality assurance. • Schedule Admissions Committee meetings and prepare Committee files. • Record Admissions Committee minutes and submit minutes for approval. Strategic Planning and Development • Contribute to planning and operational goals of the Office of Admissions by identifying process improvements and supporting recruitment strategies. • Assist in analyzing enrollment trends to inform recruitment efforts and communication planning. Finance & Administration • Provide logistical support for admissions-related purchases and event coordination in compliance with budget guidelines. • Support vendor communications and order supplies/materials for admissions and recruitment events. General • Track and manage applicant documentation, status updates, and communications through the admissions management system. 2525 W. Townley, Phoenix, AZ, 85021 • Coordinate, schedule, and facilitate candidate interview days. • Provide administrative support for the Office of Student Services across events, communications, and daily operations. • Respond to inquiries from applicants, faculty, and staff in a timely and professional manner. • Assist with general paperwork, printing, and data entry and cleanup. • Other duties as assigned.

It is the firm policy of THE VALLEY COLLEGE OF OSTEOPATHIC MEDICINE not to discriminate on the basis of race, ethnicity, color, sex, sexual orientation, gender, gender identity, religion, national origin, age or disabilities. It is a violation of The Valley COM policy to discriminate in the selection of administrative personnel, faculty and staff, and students; the provision of employment opportunities, benefits or privileges; to create discriminatory work conditions; or to use discriminatory evaluative standards in employment if the basis of that discriminatory treatment is, in whole or in part, on the basis of race, ethnicity, color, sex, sexual orientation, gender, gender identity, religion, national origin, age or disabilities. Further, it is a violation of The Valley COM Policy to discriminate in the selection of administrative personnel, faculty and staff, and students if the basis of that discriminatory treatment is, in whole or in part, genetic information or marital status in its programs, activities, hiring, or the admission of students. Discrimination of this kind may also be strictly prohibited by a variety of federal, state and local laws

QUALIFICATIONS: • High school diploma or equivalent. • Strong organizational skills and attention to detail. • Excellent verbal, written, and interpersonal communication skills. • Ability to manage multiple priorities in a fast-paced, deadline-driven environment. • Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and database systems. • 2+ years of relevant experience in admissions, higher education, or student services (preferred). • Experience with admissions systems such as AACOMAS, Slate, WebAdMIT, or similar platforms (preferred). • Familiarity with osteopathic medical education or health professions programs (preferred). • Event planning or project coordination experience (preferred).