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Rowan University · 5 hours ago

Program Coordinator, Admissions Department, Rowan-Virtua SOM (Stratford, NJ)

Stratford, NJ

Full-time

Onsite

Entry Level

$64K/yr - $67K/yr

1+ years exp

Rowan University is seeking a Program Coordinator for the Admissions Office at the Rowan-Virtua School of Osteopathic Medicine. The Program Coordinator will provide comprehensive administrative and operational support for both the Doctor of Osteopathic Medicine and Physician Assistant programs, managing admissions workflows, applicant communications, and supporting admissions activities.

Higher Education

No H1B

Responsibilities

Provides administrative, analytical, computing, and staff support for the Admissions Office. Executes assignments requiring data collection, information gathering, analysis, data entry and retrieval, database maintenance, document management, and report generation using multiple software platforms

Manages prospective student applications within admissions application management systems including AMP, WebAdMIT, CASPA integrations, and Banner, for both the DO and PA program. Imports CASPA applicant records into AMP on a regular basis and ensures data accuracy across systems. Conducts pre-screen reviews for PA applicants to confirm minimum eligibility requirements and initiates appropriate next steps including issuing secondary applications, placing applicants on hold pending additional information, or denying applications

Maintains and updates the master PA admissions tracking tools on a weekly basis, including accepted, continuing, and denied applicants, with documentation of GPA calculations, prerequisite completion, prior institutions, and admissions committee discussion outcomes. Recalculates applicant GPAs within AMP when necessary and ensures consistency across internal tracking systems

Coordinates PA admissions workflow by routing completed secondary applications to faculty reviewers, recording admissions decisions at each review stage, entering admission contingencies prior to releasing decisions, and triggering applicant communications through AMP. Generates and distributes applicant correspondence including secondary invitations, incomplete application notifications, missing documentation reminders, interview invitations, and admissions decisions for both the DO and PA programs

Coordinates and supports the admissions interview process for both the DO and PA programs. Responsibilities include configuring and assigning faculty availability in AMP, assigning interview activities and scoring instruments, creating and maintaining interview schedules, managing applicant cancellations and rescheduling requests, assigning applicants to interview days and admissions committee meetings, and preparing interview materials. Prepares interview-day communications, including morning-of emails with access instructions and applicant folders, and prepares interview briefing materials for the PA Medical Director and Assistant Dean for Admissions when applicable

Creates and maintains PA applicant folders in OneDrive on a biweekly basis and ensures appropriate organization and access for admissions reviewers. Prepares and maintains internal interview matrices and admissions committee tracking spreadsheets, including master decision lists and biweekly review documents. Assist with tracking of required documentation including prematriculation documents for students accepted to the DO program

Provides direct support to the PA Admissions Committee by preparing agendas, scheduling meetings, creating Zoom links, assigning faculty participation, and recording detailed meeting minutes on a biweekly basis. Scribes admissions committee discussions and ensures accurate documentation of deliberations and decisions within AMP and internal records

Responds to applicant inquiries via email and phone, manages the PA general admissions inbox, uploads all relevant communications and documents into AMP, and provides accurate information in accordance with University and program policies. Screens calls received through the main Rowan-Virtua SOM phone line for both the DO and PA programs and assists with front desk coverage for both programs as needed

Coordinates and supports admissions-related events including open houses, accepted student days, orientation activities, recruitment fairs, and other outreach initiatives. Sends event-related correspondence, creates and tracks Google Forms for event registration and general inquiries, coordinates student ambassador participation, and assists with logistical planning and execution. May participate in off-campus recruitment activities and overnight travel as required

Maintains essential admissions records and assists with the maintenance of all admissions files. Prepares and compiles data for special reports, program evaluations, accreditation-related documentation, monthly metrics, and other internal and external reporting needs within established guidelines

Assists with department budget tracking and account monitoring, including reviewing budget reports, monitoring expenditures, and supporting compliance with University financial policies. Serves as liaison with administrative units such as Purchasing, Accounts Payable, Human Resources, and Information Resources and Technology

Coordinates and maintains departmental calendars, including scheduling meetings and events, arranging facilities and technology needs, preparing meeting materials, and supporting efficient office operations. Assists with reviewing office procedures, establishing standards, and implementing process improvements under the direction of admissions leadership

Understands and adheres to Rowan University compliance standards including the Corporate Compliance Policy, Code of Conduct, and Conflict of Interest Policy. Remains current with applicable federal, state, and University regulations, laws, and policies. Performs other duties as assigned

Qualification

Admissions management systemsData analysisMicrosoft Office proficiencyCloud-based file managementVirtual meeting platformsCommunication skillsOrganizational skillsTeam collaboration

Required

Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and other Microsoft Office applications is required

Experience using admissions management systems

Experience with virtual meeting platforms such as Zoom or Webex

Experience with cloud-based file management systems

Bachelor's degree in Liberal Arts, Business Administration, Public Administration, Higher Education, Social Sciences, or a related field

One year of professional experience in a business office, government agency, or university setting

Preferred

Admissions experience is preferred

Additional relevant experience may be substituted for the degree on a year-for-year basis

Benefits

Comprehensive New Jersey State health, dental, and retirement benefits

Accrued time off and paid holidays

Tuition reimbursement for the employee, spouse, and dependents to attend Rowan University, Glassboro

Tuition reimbursement for spouses and dependents applies to undergraduate degrees only

Company

Rowan University

Glassdoor4.3

Since its founding in 1923, Rowan University has evolved from a teacher preparation college to a bustling regional university that's ranked among the best public universities in the North by U.S.

Founded in 2022

Glassboro, New Jersey, USA

5001-10000 employees