PA Admissions Coordinator

Job Description

Position Summary:

The PA Admissions Coordinator performs executive secretary oversight and coordinates all aspects of admissions for the PA Program.

The duties for the role of PA Admissions Coordinator include oversight of all aspects of PA admissions process: student recruitment, PA applicant counsel, maintenance of the Central Application Service for Physician Assistant (CASPA), onboarding newly accepted students, maintaining communication with applicants throughout their entire PA admissions process, and the continuation of weekly admissions data reporting to the Graduate Admissions Office.

Independent judgment is required to plan, prioritize, and organize a diversified workload and recommend changes in office practices or procedures. The ability to maintain a positive, professional, energetic, and engaging demeanor with a focus on customer service and positively represent the PA Studies Program and Gardner-Webb University.

Essential Responsibilities/Duties:

· General Office Duties

o Engage with and direct program visitors appropriately.

o Provide appropriate programmatic and program director support by directing all program inquiries (email and telephone) when appropriate. Direct calls and forward all correspondence to appropriate individuals.

o Perform desktop publishing duties by creating, developing, and editing visual presentations and preliminary PA Program event programs.

o Design, draft and edit general correspondences, memos, charts, tables, graphs, program promotional information, and items.

o Proofread all programmatic correspondence and documents for spelling, grammar, and layout, and independently make appropriate changes.

o Send correspondence on behalf of the PA Program and Director as appropriate. Coordinate with Creative Services as needed.

o Oversee all programmatic event planning and coordination to include, but not limited to, PA Awards Breakfast, PA White Coat, Admissions Open House, applicant interviews, Fall PA Preview Event, PA faculty retreat, and additional events based on the needs of the program.

§ Reserve necessary spaces for events.

§ Coordinate with Food Services to arrange for food provisions as needed.

§ Coordinate with Facilities Management to arrange room set-up as needed.

o Utilize Microsoft Office and other University-specific software to facilitate communications with faculty, staff, students, and applicants.

o Manage PA graduate and alumni licensure support and documentation.

o Perform other duties as required.

· PA Admissions Coordination/CASPA WebAdmit Administrator

o Engage with potential applicants and function as the primary admissions contact for GWU and CASPA.

§ Answer PA Program admission inquiries via telephone, email, and written correspondence.

§ Understand and effectively communicate the admissions prerequisites of the GWU PA Program.

§ Answer inquiries regarding the application process, program and prerequisite requirements, and other general PA questions.

§ Ensure timely distribution of emails to update each applicant when they have reached a new stage of the admissions process

§ Ensure applications are placed in the appropriate local status within CASPA.

o Maintain the annual updates and formatting requirements of CASPA using the CASPA Configuration Portal by preset WebAdmit deadlines.

o Communicate the window of availability for CASPA application submissions effectively at recruitment events and maintain online.

o Conduct a preliminary review of all PA applicants through CASPA which includes the following:

§ Removing applicants that do not meet admissions requirements.

§ Ensure that applicants have a US degree from a regionally accredited institution and are eligible to remain in the US for the duration of the program before they pay the application fee.

§ Ensure language requirements are met for applicants for whom English is not the primary language.

§ Process all supplemental applications, including essays, assessment scores, and app fees.

§ Manage associated application files and additional supportive application files.

§ Participate in and coordinate application scoring.

o Assign appropriate CASPA applicants to PA faculty for prompt review and evaluation.

o Extend interview invitations to all applicants selected for the interview process in a timely fashion.

o Train faculty on appropriate processes for CASPA application reviews.

o Facilitate the awarding of seats to chosen candidates.

o Maintain the GWU PA Studies Program website admissions information to meet programmatic needs and ARC-PA requirements.

o For assigned committee meetings, serve as the recorder/transcriber/distributor of meeting minutes. Ensure that all participants have the required materials to participate in meetings alongside faculty admissions chairperson.

o Report admissions numbers to the program director and AVP of digital learning per protocol.

o Schedule, organize, advertise and participate in all recruitment activities to include, but not limited to, the annual PA Program Spring Information Session to educate potential applicants about the physician assistant profession and promote the GWU PA Program. This will involve evenings and weekend hours.

o Counsel prospective students and guide their journey to become eligible for PA program admissions.

o Provide personalized programmatic visits and campus tours for prospective applicants.

o Facilitate evaluation of the effectiveness of the program in meeting its admissions goals and in complying with pertinent accreditation standards.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The incumbent should have the requirements listed below.

· A minimum of two (2) years' experience as an executive secretary or university admissions specialist preferred, or commensurate combined experience acceptable.

· Strong interpersonal abilities with excellent verbal and written communication skills to effectively converse with students, staff, faculty, applicants, and organizational administrators.

· Mastery of the English language.

· Proficient with MS Office and internet computing skills with the ability to train on new web-based products.

· Meticulous attention to detail.

· Ability to establish priorities and meet deadlines.

· Possess exceptional organizational skills.

· Enthusiastic about working in a collaborative environment.

Preferred Qualification

· Experience advising students in an educational environment.

Candidates should complete the application and include a letter of interest, CV, and names and contact information for at least three professional references with their submission.

Gardner-Webb University (gardner-webb.edu) is a coeducational, residential, private, historically Baptist, Christian institution, located in Boiling Springs, North Carolina with easy access to Charlotte, Asheville, and Greenville-Spartanburg. The University offers 80+ undergraduate and graduate degree programs to approximately 3,000 students. GWU is a Carnegie-classified Doctoral/Professional University. In 2023, Gardner-Webb was home to students from 93 counties in North Carolina, 44 US states, and 43 foreign countries. GWU is a NCAA Division I institution with 22 athletic teams and 460 student-athletes.

Full-time