Staff Assistant III - Admissions at Harvard University in Boston, Massachusetts

Posted in Admin - Clerical 6 days ago.

Job Description:

Harvard University

EEO Statement
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

Staff Assistant III - Admissions
Harvard Medical School

Position Description

Reporting directly to the Director of Admissions, the Assistant to the Dean/Director (Staff Assistant III) manages front desk operations in a busy admissions office and acts as an information resource on admissions policy and procedure:
  • Answers questions about admissions policies and procedures for the general public, applicants, admissions committee members and fellow staff members;
  • Answers and directs a high volume of email inquiries;
  • Answers and directs a high volume of incoming phone calls;
  • Greets walk-in visitors, including interviewing applicants, and independently answers questions when possible, triaging to other staff and departments as necessary.

Provides administrative support to the Faculty Associate Dean of Admissions and Director of Admissions:
  • Assists Director with AMCAS and AMP maintenance, database filters and reports;
  • Oversees the process of sending secondary applications to applicants and monitors system for errors and red flags;
  • Drafts email correspondence to public and applicants;
  • Edits and proofs letters for Dean and Director;
  • Prepares letters for admitted students, deferred students and wait-listed candidates;
  • Assists Director & Admissions Coordinator with creation of training materials for Admissions Committee members;
  • Updates Admissions marketing materials used at recruitment events;
  • Corresponds with other offices (Dean's Office, Financial Aid, Student Affairs, Registrar, ORMA, etc.) regarding time-sensitive and confidential matters;
  • Assists in the preparation and delivery of incoming student files to Registrar, Academic Societies, HMS IT prior to start of each academic year.

Tracks Special Populations:
  • Tracks all deferred students and acts as their first point of contact during their deferral period.
  • Monitors their files for completion of requirements and clears them for registration.

  • Manages the preparation and compilation of documents for large mailings (paper and electronic), including admissions notifications;
  • Serves as financial administrator for the department - approves P-card transactions and submits invoices to PME Finance;
  • In collaboration with other staff members, participates fully in admissions interview days and yield events (both in-person and virtual) by greeting applicants and answering questions, giving presentations to applicants, guiding applicants to open classes, setting up lunch for candidates and current students, and conducting campus tours for applicants.

Other duties as assigned.

Basic Qualifications
Three or more years of related administrative experience. Education beyond high school may count toward experience.

Additional Qualifications and Skills

  • Bachelor's degree preferred.
  • Experience working in an admissions office and familiarity with application processing preferred.
  • Must be familiar with Microsoft Office Suite, Adobe, PowerPoint, Zoom and have experience working with complex electronic databases and data entry.
  • Must have attention to detail, strong communication (written and verbal), organizational, and interpersonal skills, as well as the ability to stay motivated and focused while performing repetitive tasks.
  • Candidate must have the ability to work under pressure with poise as well as efficiently multitask.
  • Must have the ability to work effectively within a team and elicit a high level of customer service.
  • Must be able to handle complex and confidential information with discretion.
  • Familiarity with Harvard or another academic institution preferred.

Commitment to Equity, Diversity, Inclusion, and Belonging

We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. Harvard Medical School Mission and Community Values

Job Function
General Administration

Sub Unit

USA - MA - Boston

Program in Medical Education - Admissions Office

Time Status

55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening

35 hrs. per week | Monday - Friday | 9:00 am - 5:00 pm

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