Admissions Operations Coordinator - Student Affairs

Job Description Summary

The Admissions Operations Coordinator provides comprehensive operational coordination across the College of Medicine Office of Admissions and supports the full applicant lifecycle from application through matriculation. The position serves as a central operational resource for applicants, prospective students, faculty, staff, Admissions Committee members, current students, and institutional partners and support the processing of nearly 4,000 applications, approximately 375 interviews, and 186 matriculating students annually.

Coordinates a broad range of activities that support the effective and efficient operation of the admissions office.

Working collaboratively with the Director of Admissions, the Admissions Operations Coordinator coordinates a broad portfolio of admissions processes, applicant communications, documentation management, committee activities, scholarship administration, interview events, student transition initiatives, and special projects. The position manages a substantial volume of inquiries, communications, and operational workflows while ensuring the accurate, timely, and customer-focused delivery of admissions services.

The Admissions Operations Coordinator exercises considerable independent judgement in prioritizing competing responsibilities, resolving routine operational issues, researching solutions, and ensuring continuity across multiple concurrent admissions processes and deadlines. The role regularly coordinates activities applicants, current students, faculty, staff, committee members, and institutional partners and is responsible for managing associated timelines, communications, deliverables, and follow-up across multiple functional areas to support the effective and efficient operation of the admissions office.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC004736 COM DO UME Admissions CC

Pay Rate Type

Salary

Pay Grade

University-GEN07

Pay Range

40,086.00 - 54,162.00 - 68,136.000

Scheduled Weekly Hours

40

Work Shift

Job Description

Admissions Operations & Coordination — 35%

The Operations Admissions Coordinator coordinates and supports operational activities throughout the medical student admissions lifecycle, from application receipt through matriculation. This position supports a highly complex, high-volume admissions process involving nearly 4,000 applications, approximately 375 interviewees, and 186 incoming students annually, while ensuring efficient, responsive, and customer-focused admissions operations.

Duties and Responsibilities

• Coordinates assigned components of the annual admissions cycle for nearly 4,000 applications annually, including application processing, file completion, screening workflows, interview progression, admissions decisions, acceptance activity, waitlist activity, and matriculation.
• Maintains comprehensive working knowledge of College of Medicine admissions requirements, policies, procedures, deadlines, and annual cycle timelines.
• Reviews applicant records for administrative completeness and verifies required documentation, including residency materials, letters of recommendation, honors verification, supplemental application requirements, and other established requirements.
• Identifies incomplete, inconsistent, or discrepant applicant records; researches issues and coordinates resolution with applicants, staff, and appropriate institutional offices.
• Coordinates applicant communications related to application requirements, file completion, deadlines, interviews, decisions, enrollment, and matriculation.
• Monitors applicant progression through established admissions workflows and addresses operational issues that may delay timely advancement through the admissions process.
• Supports residency verification and related documentation processes in coordination with the appropriate institutional office.
• Coordinates administrative processes associated with applicant withdrawals, deferred enrollment, waitlist activity, acceptance requirements, and matriculation.
• Coordinates with Enrollment Management, Financial Aid, Student Affairs, Registrar, and other institutional partners to facilitate timely completion of enrollment and matriculation requirements such as verification of final transcripts, criminal background checks, related AAMC and College of Medicine admissions requirements, etc.
• Supports annual admissions-cycle preparation, transition between cycles, and end-of-cycle closeout activities.
• Identifies recurring operational challenges and participates in appropriate improvements to workflows, communications, applicant service, and operational continuity.

Administrative Coordination — 35%
Provides operational coordination and support for a high-volume, complex medical student admissions process, including applicants, interviews, Admissions Committee activities, and related programming to support the overall effectiveness and responsiveness of the Office of Admissions.

Duties and Responsibilities

• Serves as a primary point of contact for the Office of Admissions and professionally represents the College of Medicine to applicants, prospective students, faculty, staff, students, alumni, and external stakeholders.
• Manages a high volume of inquiries received through telephone, email, shared inboxes, virtual platforms, and in-person interactions.
• Meet with prospective students and advise application requirements.
• Assesses the nature and urgency of inquiries, resolves matters within the scope of the position, appropriately routes specialized concerns, and ensures timely follow-up.
• Coordinates calendars, meetings, appointments, correspondence, materials, and other administrative activities for the Office of Admissions as assigned.
• Supports interviewer recruitment, onboarding, training logistics, compliance documentation, and participation tracking in collaboration with the Manager of Admissions.
• During the 7-month interview cycle, attends weekly Virtual Interview Day programming to provide support and assistance.
• Provides operational support for monthly Admissions Committee and subcommittee meetings, including meeting preparation, materials, documentation, minutes, action items, and follow-up.
• Ensures timely completion of administrative activities following committee review and decisioning.
• Supports annual admissions retreats, committee training, planning activities, and other admissions governance initiatives as assigned.
• Works closely with the Manager of Admissions to ensure accurate and timely applicant information, evaluation completion, scheduling, and committee-related workflows.
• Maintains confidential applicant and student information in accordance with FERPA and applicable federal and institutional policies.
• Provides administrative and operational support to the Director of Admissions and other Admissions staff as needed.
• Develops and maintains standard operating procedures, workflow documentation, process maps, checklists, and reference materials for assigned responsibilities.

Admissions Event & Program Support — 15%
Provides operational support for the execution of and coordination of admissions-related events and programming in collaboration with the Director of Admissions.

Duties and Responsibilities

• Coordinates event logistics, including scheduling, registration, communications, materials, technology, room arrangements, presenter support, and post-event follow-up.
• Serves as an operational point of coordination among applicants, admitted students, faculty, staff, presenters, and other participants to ensure events and programs are organized and responsive to participant needs.
• Supports applicant and admitted-student programming designed to promote engagement with the College of Medicine.
• Attend and assist with all Admissions events to include, but not limited to: annual Admissions Committee retreat, Second Look Weekend, bi-monthly Virtual Information Sessions, etc. Also attend and assist with Student Affairs events to include, but not limited to: Graduation, New Student Orientation, Oath Ceremony, White Coat Ceremony, Match Day, COM Cup, etc.
• Coordinates post-event activities, including participant follow-up, feedback collection, and maintenance of event documentation and resources.
• Maintains timelines, checklists, and other operational tools necessary for the effective execution of recurring admissions events and programs.

Scholarship Program Coordination — 10%
Coordinates assigned administrative and operational components of the Scholarship Committee under the direction of the Director of Admissions.

Duties and Responsibilities

• Communicates scholarship deadlines, requirements, application procedures, and established processes to incoming and current medical students.
• Supports collection and organization of scholarship applications and required documentation.
• Prepares materials and provides operational support for Scholarship Committee meetings.
• In collaboration with the Director of Admissions, tracks scholarship decisions, awards, reallocations, and required follow-up.
• Supports assigned student transition and matriculation programs in collaboration with Student Affairs and other College of Medicine partners.

Housing Liaison — 5%

Serves as the College of Medicine liaison for housing initiatives and partnerships supporting student recruitment, transition, and enrollment.

Duties and Responsibilities

• Serves as the primary College of Medicine contact for University housing initiatives and housing partnership programs.
• Coordinates with the Office of Student Engagement and other partners regarding enrollment deadlines, program start dates, recruitment cycles, peak housing-search periods, and rolling admissions timelines.
• Integrates housing information into appropriate admissions, recruitment, acceptance, and matriculation communications.
• Promotes housing resources through information sessions, Second Look Weekend, admitted-student programming, orientation, and other recruitment or enrollment events.
• Participates in cross-functional housing planning meetings and provides updates on student interest, barriers, utilization, and emerging trends.

Preferred Qualifications and Knowledge

Position Scope, Judgment & Accountability

• Independent Judgment
• Works independently to organize and prioritize multiple concurrent responsibilities, deadlines, and operational demands.
• Exercises sound judgment when resolving routine and complex operational issues within established policies and procedures.
• Research questions, identifies appropriate resources, coordinates solutions, and ensures timely follow-up.
• Recognizes issues requiring policy interpretation, exceptions, or leadership decisions and appropriately escalates them.
• Maintains accountability for the timely and accurate completion of assigned operational responsibilities.

Coordination & Collaboration
The position regularly works with:

• Applicants and prospective students
• Medical students
• Faculty interviewers and Admissions Committee members
• Admissions leadership and staff
• Office of Enrollment Management
• Office of Student Financial Aid
• Group on Student Affairs
• Registrar
• Information technology and systems teams
• University and College of Medicine offices
• External organizations and professional partners

Data & Systems

• The position is a significant operational user of admissions systems and databases and is responsible for accurate processing, review, and maintenance of information within assigned workflows.

Confidentiality & Compliance

• Maintains confidentiality of applicant and student information.
• Complies with FERPA, institutional policies, admissions procedures, and applicable professional and regulatory requirements.
• Supports accurate documentation and recordkeeping necessary for institutional, accreditation, and compliance purposes.

Supervisory Responsibility

• The position has no formal supervisory responsibility.
• The position does, however, routinely coordinate the work, participation, schedules, communications, deadlines, and deliverables of faculty, staff, students, applicants, volunteers, committee members, and institutional partners in support of assigned admissions programs and activities.

Additional Job Description

Minimum Requirements: A bachelor's degree and one year experience in student services programs. Physical Requirements: (Note: The following descriptions are applicable to this section: Continuous - 6-8 hours per shift; Frequent - 2-6 hours per shift; Infrequent - 0-2 hours per shift) Ability to perform job functions in an upright position. (Frequent) Ability to perform job functions in a seated position. (Frequent) Ability to perform job functions while walking/mobile. (Frequent) Ability to work indoors. (Continuous) Ability to work outdoors in all weather and temperature extremes. (Infrequent) Ability to work in confined/cramped spaces. (Infrequent) Ability to perform job functions from kneeling positions. (Infrequent) Ability to bend at the waist. (Infrequent) Ability to squat and perform job functions. (Infrequent) Ability to perform 'pinching' operations. (Infrequent) Ability to fully use both hands/arms. (Continuous) Ability to perform repetitive motions with hands/wrists/elbows and shoulders. (Frequent) Ability to reach in all directions. (Frequent) Possess good finger dexterity. (Frequent) Ability to maintain tactile sensory functions. (Continuous) Ability to lift and carry 50 lbs., unassisted. (Infrequent) Ability to lift objects, up to 15 lbs., from floor level to height of 36 inches, unassisted. (Infrequent) Ability to lower objects, up to 15 lbs., from height of 36 inches to floor level, unassisted. (Infrequent) Ability to push/pull objects, up to 15 lbs., unassisted. (Infrequent) Ability to maintain 20/40 vision, corrected. (Continuous) Ability to see and recognize objects close at hand. (Continuous) Ability to see and recognize objects at a distance. (Continuous) Ability to match or discriminate between colors. (Continuous) Ability to determine distance/relationship between objects; depth perception. (Continuous) Good peripheral vision capabilities. (Continuous) Ability to maintain hearing acuity, with correction. (Continuous) Ability to perform gross motor functions with frequent fine motor movements. (Continuous) Ability to work in dusty areas. (Infrequent) Additional New Requirements: Computer literacy.

If you like working with energetic enthusiastic individuals, you will enjoy your career with us!

The Medical University of South Carolina is an Equal Opportunity Employer. MUSC does not discriminate on the basis of race, color, religion or belief, age, sex, national origin, gender identity, sexual orientation, disability, protected veteran status, family or parental status, or any other status protected by state laws and/or federal regulations. All qualified applicants are encouraged to apply and will receive consideration for employment based upon applicable qualifications, merit and business need.

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