Administrative Assistant IV

• Collaborate with the MSTP Program Director, Steering Committee members, faculty members, current students, and prospective applicants to maintain positive relationships and streamline the admissions process.
• Independently coordinate and implement MSTP recruitment activities, including scheduling interview dates, arranging accommodation and transportation for applicants, reserving event locations, preparing invite packets, and managing logistics for recruitment events and gatherings.
• Schedule applicant and faculty interview appointments for each MSTP interview date. Maintain records of interview requests, interview confirmations, and interview declines. Reschedule interviews as needed.
• Follow the program's requirements, policies, and procedures to actively communicate and correspond with prospective MSTP students via email, or phone, ensuring accurate and efficient handling of inquiries and applications.
• Coordinate and liaise with the medical school's Admissions Office, Registrar, and other relevant departments to ensure seamless integration of the admissions process.
• Maintain MSTP application files, determining required materials for each applicant's file and following up until all documents are complete.
• Enter applicant status changes into student database systems (e.g., Banner and AMCAS) and assist in updating and generating Applicant Pool reports and admission statistics accurately.
• Maintain Steering Committee meeting decisions, including collecting and incorporating ratings into various spreadsheet reports.
• Assist in reporting admission decisions to the Medical School (AMCAS) in collaboration with relevant stakeholders.
• Organize MSTP student volunteers to participate in recruitment activities, campus tours, presentations, and social gatherings during applicant visits. Ensure these activities run smoothly and create a positive experience for the MSTP applicants and MSTP students.
• Assist current students in updating and organizing informational materials, welcome events, and orientation activities for incoming MSTP students.
• Manage alternate pathway program applications, including receiving and reviewing required documents, coordinating interviews, and following up with applicants and faculty.
• Collaborate with the Data Analyst to prepare NIH statistics related to the MSTP.
• Perform additional responsibilities as assigned, including obtaining quotes from vendors, processing finance paperwork, maintaining budget reports, updating faculty and program resources, and assisting with various program-related events and administrative tasks.
• Support various MSTP activities such as the Retreat, New Student Orientation, etc, and similar Graduate Division Program activities.
• Assist with Graduate Division PhD program admissions process as needed.

Education

• High School Diploma and at least 5 years of administrative support experience is required. Equivalent combination of education and experience will also be considered.

Skills and Competencies

• Strong organizational and time management skills with the ability to handle multiple tasks and meet deadlines.
• Excellent communication and interpersonal skills to effectively interact with a diverse range of stakeholders.
• Attention to detail and accuracy in handling application materials and data entry.
• Proficient computer skills, including experience with database systems within admissions and Microsoft Office suite.
• Ability to work independently and collaboratively within a team-oriented environment.
• Prior experience in admissions, recruitment, or a related field is strongly preferred.
• Familiarity with the medical education or biomedical research field is a plus.

The Albert Einstein College of Medicine is a well-respected medical and research institution offering a dual degree MD-PhD Medical Scientist Training Program (MSTP), dedicated to training physician scientists. We are seeking a highly organized and detail-oriented individual to join our team as an Admissions Coordinator for the MSTP. In this role, you will work closely with the MSTP Program Director, and various staff in the Graduate Division of Biomedical Sciences to ensure a smooth and efficient admissions process for prospective undergraduate students applying to the MSTP.