UNIV – Admissions Operations Coordinator – COM DO: Student Affairs

Medical University of South Carolina•Charleston, SC

9d•$40,086 - $68,136

About The Position

The Admissions Operations Coordinator provides comprehensive operational coordination for the College of Medicine Office of Admissions and supports the full applicant lifecycle, from application through matriculation. The position serves as a central resource for applicants, prospective and current students, faculty, staff, Admissions Committee members, and institutional partners. It supports a high-volume process involving nearly 4,000 applications, approximately 375 interviewees, and 186 incoming students annually. Working collaboratively with the Director of Admissions, the coordinator supports admissions-cycle processes, applicant communications and documentation, committee activities, scholarship administration, interview events, student transition initiatives, housing partnerships, and special projects. The role manages substantial volumes of inquiries and workflows while ensuring accurate, timely, and customer-focused service. It requires independent judgment to prioritize competing responsibilities, resolve operational issues, research solutions, and maintain continuity across concurrent processes and deadlines. The position has no formal supervisory responsibility but routinely coordinates schedules, communications, participation, deadlines, and deliverables for applicants, students, faculty, staff, volunteers, committee members, and institutional partners. It maintains confidential records in accordance with FERPA and applicable policies and supports accurate documentation for institutional, accreditation, and compliance purposes.

Requirements

Bachelor's degree.
One year of experience in student services programs.
Computer literacy.
Ability to maintain confidentiality and comply with FERPA, institutional policies, admissions procedures, and applicable requirements.
Ability to organize and prioritize concurrent responsibilities, deadlines, and operational demands; exercise sound judgment, research questions, coordinate solutions, and escalate matters requiring policy interpretation or leadership decisions.
Ability to perform job functions in upright, seated, and walking/mobile positions; work indoors; use both hands and arms; perform repetitive motions and fine motor tasks; reach in all directions; and maintain the listed visual and hearing capabilities.
Ability to work outdoors in all weather and temperature extremes, in confined or cramped spaces, and in dusty areas on an infrequent basis.
Ability to kneel, bend, squat, pinch, lift and carry up to 50 pounds unassisted, lift or lower objects up to 15 pounds between floor level and 36 inches, and push or pull objects up to 15 pounds.

Responsibilities

Coordinate assigned parts of the annual admissions cycle, including application processing, file completion, screening, interviews, decisions, acceptance, waitlist activity, and matriculation.
Review applicant records for completeness and verify required documentation, identify discrepancies, research issues, and coordinate resolution.
Communicate with applicants about requirements, deadlines, file completion, interviews, decisions, enrollment, and matriculation.
Monitor applicant progress through admissions workflows and address operational issues that could delay advancement.
Coordinate residency verification, withdrawals, deferred enrollment, waitlist activity, acceptance requirements, and matriculation processes.
Coordinate with Enrollment Management, Financial Aid, Student Affairs, the Registrar, and other partners to complete enrollment and matriculation requirements.
Support admissions-cycle preparation, transitions between cycles, closeout, and improvements to workflows and applicant service.
Serve as a primary Office of Admissions contact and manage inquiries received by phone, email, shared inboxes, virtual platforms, and in person.
Meet with prospective students and advise them on application requirements; assess inquiries, resolve matters within the role's scope, route specialized concerns, and ensure follow-up.
Coordinate calendars, meetings, appointments, correspondence, and administrative materials.
Support interviewer recruitment, onboarding, training logistics, compliance documentation, and participation tracking.
Attend weekly Virtual Interview Day programming during the seven-month interview cycle to provide operational support.
Support monthly Admissions Committee and subcommittee meetings, including preparation, materials, documentation, minutes, action items, and follow-up.
Support admissions retreats, committee training, planning activities, and governance initiatives.
Work with the Manager of Admissions on applicant information, evaluation completion, 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 admissions event logistics, including scheduling, registration, communications, materials, technology, room arrangements, presenter support, and follow-up.
Support applicant and admitted-student programming, attend and assist with Admissions events and Student Affairs events, and maintain event timelines, checklists, documentation, and resources.
Collect post-event feedback and coordinate participant follow-up.
Communicate scholarship deadlines, requirements, application procedures, and processes to incoming and current medical students.
Support collection and organization of scholarship applications and documentation, prepare committee materials, and track decisions, awards, reallocations, and follow-up.
Support student transition and matriculation programs with Student Affairs and College of Medicine partners.
Serve as the College of Medicine contact for University housing initiatives and partnerships; coordinate with partners, share housing information in admissions communications and events, and participate in housing planning meetings.