UNIV – Admissions Operations Coordinator – COM DO: Student Affairs

Medical University of South Carolina•Charleston, SC

About The Position

The Admissions Operations Coordinator provides comprehensive operational coordination across the College of Medicine Office of Admissions, supporting the full applicant lifecycle from application through matriculation. The role is a central resource for applicants, prospective students, faculty, staff, Admissions Committee members, current students, and institutional partners. It supports an annual process involving nearly 4,000 applications, approximately 375 interviews, and 186 matriculating students. Working collaboratively with the Director of Admissions and other staff, the coordinator manages admissions processes, applicant communications, documentation, committee activities, scholarship administration, interview events, student-transition initiatives, and special projects. The position handles high volumes of inquiries and workflows and is accountable for accurate, timely, customer-focused service. It requires independent judgment to prioritize competing responsibilities, address operational issues, research solutions, and maintain continuity across concurrent processes and deadlines. The coordinator supports application processing, file completion, screening, interviews, decisions, acceptance and waitlist activity, and matriculation; coordinates communications and enrollment requirements; and works with institutional partners. The role also provides administrative support for committee meetings, interviewer logistics, admissions events, scholarship processes, and housing initiatives. It maintains confidential records in accordance with FERPA and applicable institutional policies. The position has no formal supervisory responsibility, but routinely coordinates schedules, participation, communications, deadlines, and deliverables across groups and partners.

Requirements

Bachelor's degree.
One year of experience in student services programs.
Computer literacy.
Ability to independently organize and prioritize concurrent responsibilities, deadlines, and operational demands.
Sound judgment in resolving operational issues within established policies and procedures, and ability to escalate issues requiring policy interpretation, exceptions, or leadership decisions.
Ability to research questions, identify resources, coordinate solutions, and ensure timely follow-up.
Ability to maintain confidentiality and comply with FERPA, institutional policies, admissions procedures, and applicable professional and regulatory requirements.

Responsibilities

Coordinate assigned components of the annual admissions cycle, including application processing, file completion, screening workflows, interviews, decisions, acceptance activity, waitlist activity, and matriculation.
Maintain working knowledge of College of Medicine admissions requirements, policies, procedures, deadlines, and cycle timelines.
Review applicant records for completeness and verify required materials, including residency documents, recommendations, honors verification, and supplemental application requirements.
Identify incomplete, inconsistent, or discrepant records; research issues and coordinate resolution with applicants, staff, and institutional offices.
Coordinate applicant communications about requirements, file completion, deadlines, interviews, decisions, enrollment, and matriculation.
Monitor applicant progress through admissions workflows and address operational issues that could delay advancement.
Coordinate residency verification and administrative processes for withdrawals, deferred enrollment, waitlists, acceptance requirements, and matriculation.
Coordinate with Enrollment Management, Financial Aid, Student Affairs, the Registrar, and other partners to support completion of enrollment and matriculation requirements, including final transcripts and background checks.
Support admissions-cycle preparation, transitions between cycles, closeout, and appropriate workflow and communication improvements.
Serve as a primary Office of Admissions contact and professionally represent the College of Medicine to applicants, students, faculty, staff, alumni, and external stakeholders.
Manage inquiries received by telephone, email, shared inboxes, virtual platforms, and in-person interactions; assess urgency, resolve matters within scope, route specialized concerns, and follow up.
Meet with prospective students and advise them on application requirements.
Coordinate calendars, meetings, appointments, correspondence, materials, and other office administrative activities.
Support interviewer recruitment, onboarding, training logistics, compliance documentation, and participation tracking in collaboration with the Manager of Admissions.
Attend and support weekly Virtual Interview Day programming during the seven-month interview cycle.
Provide operational support for monthly Admissions Committee and subcommittee meetings, including preparation, materials, documentation, minutes, action items, and follow-up.
Support admissions retreats, committee training, planning, and other governance initiatives; work with the Manager of Admissions on applicant information, evaluations, scheduling, and committee workflows.
Maintain confidential applicant and student information in accordance with FERPA and applicable policies.
Develop and maintain standard operating procedures, workflow documentation, process maps, checklists, and reference materials.
Coordinate event logistics, including scheduling, registration, communications, materials, technology, room arrangements, presenter support, and follow-up.
Coordinate among event participants to ensure admissions events and programs are organized and responsive to their needs.
Support applicant and admitted-student programming, including the Admissions Committee retreat, Second Look Weekend, Virtual Information Sessions, Graduation, New Student Orientation, Oath Ceremony, White Coat Ceremony, Match Day, and COM Cup.
Coordinate post-event follow-up, feedback collection, event documentation, and resources; maintain timelines and checklists for recurring programs.
Communicate scholarship deadlines, requirements, application procedures, and processes to incoming and current medical students.
Support collection and organization of scholarship applications and documentation, prepare Scholarship Committee materials, and track decisions, awards, reallocations, and follow-up with the Director of Admissions.
Support assigned student transition and matriculation programs with Student Affairs and other College of Medicine partners.
Serve as the College of Medicine contact for university housing initiatives and partnerships; coordinate with the Office of Student Engagement and other partners on housing timelines and recruitment needs.
Integrate housing information into admissions, recruitment, acceptance, and matriculation communications; promote housing resources at information sessions, Second Look Weekend, admitted-student programming, orientation, and other events.
Participate in cross-functional housing planning meetings and share updates on student interest, barriers, utilization, and trends.