Student Affairs & Admissions Assistant

Salary/Position Classification

• $39,000 annual, Non-Exempt (Eligible for overtime)
• 40 hours per week
• 100% Remote Work Availability: No
• Hybrid Work Availability: No

Purpose of Position

The purpose of this position is to provide administrative support for the overall functions of the Office of Student Affairs & Admissions.

Duties & Responsibilities

• Assist with Registration & Enrollment
  • Create new sections of courses in Campus Connection
  • Coordinate the generation of the course catalog each term and update course sections
  • Assist with the creation and distribution of enrollment notifications for admitted and current medical students based on grade level and campus location
  • Assist monitoring student status changes for students who need to be added or dropped from courses for approval by the Associate Dean for Student Affairs & Admissions (Associate Dean for SAA) or designee
  • Assist with identifying areas of potential change that will improve the registration and enrollment process for students and staff
  • Assist with continuously updating and maintaining a standard operating procedure manual for registration and enrollment
  • Assist withdrawing students from courses as directed by the Associate Dean for SAA
• Assist Monitoring Medical Student Grades
  • Assist monitoring all grades are completed and submitted within 6 weeks of the end of the clerkships.
  • Assist with monitoring grade reports and elective final grades in Leo to view completed grades, points awarded and letter grades
  • Scan grade memos and rosters into ERMS
  • Assist with continuously updating and maintaining a standard operating procedure manual for medical student grades.
  • Assist with compiling subject, course number, class number, course title, credits, add/drop status, and the letter grade for each elective completed by each MS4 student and use data to manually create individual grade memos for all MS4 students each semester, and by request.
  • Assist in ensuring all graduating students’ grades are entered and transcripts are accurate
  • Assist gathering data and preparing various statistical reports and responding to questionnaires regarding student data, enrollment, grades, and student activities as requested by the Associate Dean for SAA and the Associate Director of Student Affairs
  • Assist answer phone and email inquiries from admitted medical students, current medical students, and alumni regarding all elements of medical student records, enrollment and registration, graduation, and degree verification
• Assist with Admissions
  • Assist with the administrative screen of applications
  • Assist reviewing transcripts for the completion of required degree from an accredited university or college
  • Assist with scheduling MSAC meetings and interview weekends
  • Assist with recruiting and events as needed 
• Current Students
  • Provide one-on-one support to medical students and refer them to available resources or other appropriate professionals
  • Assist the class leadership, including the social committee and student council, with non-curricular events
  • Review funding requests, ensure proper forms are completed and documentation is submitted, and provide recommendations to Associate Dean for approval
• Student Organizations
  • Oversee student groups, support the development of those in existence and others desired by students 2.
  • Facilitate the identification of faculty advisors as needed for the student groups
  • Advise student groups and organizations and ensure adherence to UND and SMHS policies and procedures
  • Maintain tracking system for leadership and membership of active student groups and organizations
  • Maintain a calendar for student groups and organizations events for utilization by students, faculty, and staff
  • Track student groups and organizations events on an academic year basis
  • Provide support to the UND Undergraduate Medical Association
• Student Affairs Services & Programs
  • Coordinate the annual Dean’s Colloquium, Clinical Chairs Panels and Transition to Clinical Curriculum events
  • Annually review and update the Medical Student Handbook and revise throughout the academic year as needed
  • Develop and compile content for the Office of Student Affairs & Admissions newsletter, Grand Rounds
  • Assist in developing informational and promotional material for the Office of Student Affairs & Admissions
  • Assist in data collection for various reports and respond to questionnaires as requested by the Associate Dean
  • Assist with developing and monitoring metrics to gauge success of various efforts within the Office of Student Affairs & Admissions and provide analysis to Associate Dean
  • Coordinate with the Associate Dean to complete the Regional Campus Lottery selection process for all medical student cohorts as well as inform the necessary individuals of these assigned locations and any subsequent changes in student clinical campus assignments 
  • Design and maintain SAA marketing materials and student forms
    • Collaborate with SAA personnel in creating/revising SAA handouts, flyers, forms, and other promotional materials
    • Coordinate with SMHS Information Resources for appropriate branding and marketing requirements
    • Review all handouts, flyers, forms, and other promotional materials annually and coordinate revisions with SAA personnel
    • Present final drafts to SAA Leadership for approval
  • Design and maintain Current Students, Financial Aid, ACHIEVE, Admissions, and Forms sections of SAA website
    • Coordinate website design and upgrades with SAA personnel
    • Collaborate with SAA personnel for new website content and web revisions
    • Review all website content annually and coordinate revisions with SAA personnel
    • Serve as backup for Prospective Students, Grand Round Newsletter, Match Day, and Faculty/Staff sections of SAA website
• Annually update content on the AAMC VSLO application service site.
  • Monitor and process VSLO host applications as described in SMHS policy 4.15 Visiting Medical Students.
  • Monitor and process clinical observership request as described in SMHS policy 5.25 Clinical Observership Procedure. 

Required Competencies

• Knowledge of NDUS and UND policies and procedures
• Knowledge of FERPA rules and regulations
• Excellent interpersonal, verbal, and written communication skills
• The ability to multitask and prioritize personal workload while meeting the needs of students, staff, and faculty.
• Excellent time management skills
• Accountability for producing complete, timely, and accurate data
• Ability to maintain highest levels of confidentiality
• Demonstrated proficiency with Microsoft Office software including word, excel, outlook, and PowerPoint.
• Ability to create, edit, and disseminate clear and concise communications and marketing materials
• Ability to remain focused and detail-oriented with frequent distractions
• Ability to be self-directed, and work both independently and as a member of a team
• Ability to assist and direct students in a courteous and empathetic manner.
• Ability to travel locally for recruitment purposes
• Ability to travel nationally for professional development opportunities
• Ability to work some evenings and weekends
• Willingness and ability to collaboratively and independently troubleshoot difficult situations
• Demonstrated ability to work with and provide professional service, in a welcoming, understanding, and empathetic manner, to people from a variety of diverse social and economic backgrounds
• A sincere commitment to helping others achieve life goals

Minimum Requirements

• Associates degree or equivalent related experience
• One year of experience working in higher education or similar experience
• Satisfactory criminal history background check
• Successful completion of a Criminal History Background Check

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the US and to complete the required employment eligibility verification form upon hire.This position does not support visa sponsorship for continued employment.

Preferred Qualifications

• Experience working with medical students and/or medical residents
• Experience working with PeopleSoft

To Apply

Please complete online application and attach cover letter and resume by the closing date of the posting.

Please note, all employment postings close at 11:55pm CST.