Admissions & Pipeline Coordinator, MD/PhD Program

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Overview

The MD-PhD office seeks an outgoing and engaging individual with excellent communication and organizational skills to manage the recruitment and admissions process for the MD-PhD program and the BioMed Amgen Scholars summer undergraduate research program at Yale School of Medicine. This individual will work closely with the Medical School Office of Admissions and the Graduate School to schedule virtual interviews and Second Look on-campus revisits for MD-PhD applicants. The incumbent will collect, and compile data used to inform the MD-PhD Program’s outreach and recruitment efforts, will help arrange recruiting efforts by Program faculty and students, and will represent the program at recruitment fairs and events. The position will also work with the faculty leadership of the BioMed Amgen Scholars pipeline program to recruit and review applicants for this summer program, assist with scheduling programmatic activities, and recruit faculty and student mentors. The incumbent will be expected to collect and analyze data regarding applicants to both programs, to report on the efficacy of recruiting efforts, and to develop and maintain websites and materials pertinent to these programs. The incumbent will be expected to prepare and monitor financial records pertaining to expenses associated with student recruitment and interviewing, as well as the BioMed Amgen Scholars program. This position involves significant contact with and outreach to students, applicants and faculty.

Serves as a principal source of information on administrative, academic, and procedural matters to prospective students, faculty, and staff. Advises, screens and refers callers and visitors. Offers or obtains specialized information and provides assistance on general matters pertaining to recruitment activities to the MD-PhD and BioMed Amgen Scholars programs. Compose, proofread or edit formal general correspondence, memoranda, short reports, grant materials for internal or external circulation. Processes applications for admissions. Ensures compliance with administrative policies and procedures. Assists students with the completion of requisite forms. Reviews and verifies forms for completeness and accuracy. Establishes and maintains applicant files, ensuring all personal, financial, and academic records are kept current and accurate. Maintains logs and records. Compiles statistical data and information. Summarizes data in reports or analyses. Able to extract and compile a range of data from written sources, from individuals by asking questions, or from one or several given databases, limited interpretation of data. Updates, edits, and writes program brochures. Coordinates production and distribution of brochures. Coordinates teaching schedules for pipeline program classes. Schedules classroom assignments. Arranges for and coordinates schedules, appointments, projects, symposia and major events.  Monitors financial records and activity. Assists in the preparation of materials for budgets. Provides editorial support for recruiting brochures. Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Determines administrative, facility, and equipment needs for offsite recruiting events. Assembles and arranges for necessary items. Coordinates administrative, facility, and equipment needs for symposia, lectures, seminars, and meetings. Arranges for necessary room reservations and determines sources for necessary items. Performs clerical functions incidental to office activities.

The current hybrid work schedule for this position is 4 days on campus with 1 remote workday. The Admissions & Pipeline Coordinator may be required to work on-site more often based upon operational needs.

A cover letter is required at the time of application. A writing sample will be requested from final candidates.

Required Skills and Abilities

1: Prior proficiency in an administrative support role. Prior ability and competence working with databases.

2: Excellent written and oral communication skills. Intermediate skill level with Word and Excel.

3: Ability to represent the program and school professionally at events.

4: Ability to flex schedule or work occasional overtime to support programmatic events and activities, particularly during peak times of the application and interview cycles, and during the summer program.

5: Strong organizational skills and attention to detail. Ability to work with confidential information with discretion and professionalism.

Preferred Skills and Abilities
1. Bachelor's degree.

2. Prior experience working with college students in an academic setting.

3. Prior experience coordinating calendars for others in a support role.

Principal Responsibilities

1. Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems.  Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities.   2. Oversees, instructs, and coordinates activities of support staff.  Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements.   3. Provides editorial support for a journal/publication.  Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work.   4. Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences.  Assembles and arranges for necessary items.  Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes reports or portions of reports.   5. Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance.  Screens and responds to mail.   6. Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures.  Composes substantive correspondence and written material.   7. Coordinates travel arrangements.  Schedules and coordinates meetings and appointments.  Orders and maintains inventory of supplies.  Takes minutes or dictation.  Performs additional functions incidental to office activities.

Required Education and Experience

Six years of related work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate's degree; or little or no work experience and a Bachelor's degree in a related field; or an equivalent combination of experience and education.

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Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer

The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the position. Employees will be assigned specific job-related duties through  their hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus.