Director of Medical School Admissions

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Closing Date:

04/01/2025

Type of Position:

Management - Operations

Job Type:

RegularDay Shift (United States of America)No

Institution Name:

University of Arkansas for Medical Sciences

The University of Arkansas for Medical Sciences (UAMS) has a unique combination of education, research, and clinical programs that encourages and supports teamwork and diversity. We champion being a collaborative health care organization, focused on improving patient care and the lives of Arkansans.
 

UAMS offers amazing benefits and perks (available for benefits eligible positions only):

• Health: Medical, Dental and Vision plans available for qualifying staff and family
• Holiday, Vacation and Sick Leave
• Education discount for staff and dependents (undergraduate only)
• Retirement: Up to 10% matched contribution from UAMS
• Basic Life Insurance up to $50,000
• Career Training and Educational Opportunities
• Merchant Discounts
• Concierge prescription delivery on the main campus when using UAMS pharmacy

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.  To apply for the position, please click the Apply link/button.

The University of Arkansas is an equal opportunity institution. The University does not discriminate in its education programs or activities (including in admission and employment) on the basis of age, race, color, national origin, disability, religion, marital or parental status, protected veteran status, military service, genetic information, or sex (including pregnancy, sexual orientation, and gender identity). Federal law prohibits the University from discriminating on these bases. Questions or concerns about the application of Title IX, which prohibits discrimination on the basis of sex, may be sent to the University's Title IX Coordinator and to the U.S. Department of Education Office for Civil Rights.

Persons must have proof of legal authority to work in the United States on the first day of employment.

All application information is subject to public disclosure under the Arkansas Freedom of Information Act.
 

For general application assistance or if you have questions about a job posting, please contact Human Resources at askrecruitment@uams.edu.

Department:

COM | Student Finance & Admissions

Department's Website:

https://medicine.uams.edu/admissions/

Summary of Job Duties:

The primary responsibility of the Director of Admissions will be to effectively and efficiently manage the planning, development, and implementation of policies and procedures that will support the mission of the Assistant Dean of Admissions to ensure efficient operations of the admissions application cycle for medical school applicants and the daily operations of the admissions office and processes. Reporting to the Assistant Dean of Medical Student Admissions, the Director will collaborate with the Director of Recruiting and Assistant Dean of Admissions on retention efforts for those students selected for admission.

Qualifications:

Minimum Qualifications:

• Bachelor's Degree in Business or related field plus five (5) years of administrative experience to include two (2) years of progressive work experience in higher education and/or research.

Additional Information:

DAILY OPERATIONS:

• Manage the day to day operations and scheduling of the workflow of the admissions cycle and process to include: providing information about the application process to prospective medical school applicants, faculty, and undergraduate premedical advisors.

• Supervise day to day operations to insure timely dissemination of information.

• Ensure compliance with AAMC rules and regulations and College of Medicine policies, procedures and institutional directives; certify completion of pre-matriculation requirements and receipt of final transcripts.

• Ensure appropriate documentation of admissions files prior to Admissions Committee review.

• Maintain documentation regarding applicant/admissions office communications

• Manage the AMCAS School Tools database for Admissions Application Processing for over 2600 applications.

• Supervise the receipt and building of applications to include AMCAS application, supplemental application, premedical advisory committee letters, academic or personal letters of reference, certificate of residency forms, faculty interview evaluations, email and general mail correspondence.

• Supervise the use of AP Junior database to record correspondence, admissions actions letters, and faculty interviewer feedback letters.

• Generate AMCAS school and national reports from the AMCAS website; manage the online website receipt and documentation of over 600 recommendation letters from AMCAS Letters Service.

INTERVIEW PROCESS:

• Work closely with the Executive Associate Dean, Assistant Dean of Admissions, Chair, and members of the Admissions Committee to monitor the quality of faculty interview evaluations to maintain a more standardized faculty interview approach and evaluation documentation to benefit the Admissions Committee application review process.

• Assist the Assistant Dean of Admissions with the recruitment, scheduling, and confirmation of over 300 faculty and senior medical student interviewers.

• Assist the Assistant Dean of Admissions in managing the scheduling, notification, and confirmation of over 400 medical school applicants. Manage last-minute changes to the schedule.

• Direct the preparation of over 400 interview schedule notification packets, faculty interview day packets, orientation packets, and applicant interview day packets.

• Recruit freshmen, sophomore, and junior medical students to serve as tour guides on interview day.

• Pursue the development of quality relationships with faculty and medical students for future recruitment and retention as interviewers.

ADMISSIONS COMMITTEE PROCESS:

• Assist in the final documentation and preparation of the applications for the admissions committee review.

• Ensure completion of files through email, correspondence, and phone contact.

• Assist at the annual Admissions Committee Retreat for the selection of the freshman class and alternates.

• Prepare all applicants' letters of acceptance, alternate listed, or rejection letters.

• Manage the mailing of admissions status packets and the receipt and filing of accepted offers, requests for deferment, or decline notifications.

• Submit preliminary and then final admissions actions to AMCAS for each applicant.

• Supervise the preparation and transfer of files to the Registrar’s office when freshman class matriculates.

• Supervise the breakdown and shredding of all unaccepted admissions files to ensure confidentially of the documents.

COUNSELING:

• Assist the Assistant Dean of Admissions with counseling prospective, current, and unsuccessful applicants through scheduled counseling sessions, information dissemination, response to phone inquiries, email communications, campus visits, and presentations.

 
ELECTRONIC TOOLS:

• Manage and lead in the continuing enhancement of the automation of the admissions process.

• Manage the AMCAS database for applications, communication, deadlines extensions, sorting, filtering, national and school reports, admissions actions, and matriculating the class.  

• Directs the implementation of the Workday student information system into the College of Medicine admissions application process.

CRIMINAL BACKGROUND CHECKS / CERTIPHI SCREENING:

• Serves with the Executive Associate Dean for Academic Affairs and the Assistant Dean for Admissions on the Criminal Background Check Preliminary Review Committee to review criminal background reports that contain adverse findings.  

ANNUAL EVENTS:  

• Assist the Assistant Dean of Admissions with the planning and implementation of Freshman Family Day to include invitation correspondence, editing the program, coordinating with the Parents Club officers, etc., for this Saturday event for approximately 500 participants.

• Manage the editing and publication process for the Admissions Guide, Supplemental Application, and website updates.

 
CONFERENCES / TRENDS:

• Attends annual and regional AAMC conferences to remain abreast of trends in admissions processing tools, applicant recruiting and retention, minority affairs concerns, professionalism, electronic data collection and processing databases, regulations, applicant pool, criminal background checks, MCAT scores, etc.

• Participates in the Health Professions List Serve, AMCAS Deans and Directors conference calls, and COM student list servs, to remain informed from a national, regional, local, and school perspective.

• Other duties as assigned.

Salary Information:

Commensurate with education and experience

Required Documents to Apply:

Cover Letter/Letter of Application, List of five Professional References (name, email, business title), Resume, Unofficial/Official Transcript(s)

Special Instructions to Applicants:

Please contact askrecruitment@uams.edu for any recruiting related questions.

All application materials must be uploaded to the University of Arkansas System Career Site https://uasys.wd5.myworkdayjobs.com/UASYS  

Please do not send to listed recruitment contact.

Pre-employment Screening Requirements:

FBI Background Check

This position is subject to pre-employment screening (criminal background, drug testing, and/or education verification). A criminal conviction or arrest pending adjudication alone shall not disqualify an applicant except as provided by law. Any criminal history will be evaluated in relationship to job responsibilities and business necessity.  The information obtained in these reports will be used in a confidential, non-discriminatory manner consistent with state and federal law. 

Constant Physical Activity:

N/A

Frequent Physical Activity:

N/A

Occasional Physical Activity:

N/A

Benefits Eligible:

Yes