Document Specialist

About Us: Saint James School of Medicine is an accredited medical school committed to helping students realize their dream of becoming a physician.

We are currently seeking a detail-oriented, organized, and service-focused Document Specialist to join our Admissions team. This role is critical in maintaining the integrity and quality of our incoming student body while ensuring a smooth and professional onboarding experience. This is not a passive administrative role. It requires precision, accountability, and strong communication skills.

Position Overview: This employee reports directly to the Manager of the Admissions Team. 

This position is ideal for someone who thrives in structured processes, understands the importance of compliance, and takes ownership of maintaining institutional standards. If you are organized, reliable, and comfortable operating at a high professional standard, we would like to hear from you. 

Key Responsibilities:

• Maintain, track, and evaluate all incoming student documents
• Ensure a consistently high standard of file review and evaluation
• Communicate directly with accepted students regarding documentation requirements and timelines
• Monitor and confirm that all Admissions Committee acceptance conditions are satisfied
• Maintain quality standards for incoming students through careful document verification
 • Ensure students receive all required communications promptly
• Guide students on island-specific immigration requirements and compliance
• Develop working knowledge of the MD program and coordinate with relevant departments
• Communicate with committees, Deans, and supervisors as required
• Participate in cross-departmental projects when needed

Qualifications & Requirements:

Minimum Education: Associates;  Bachelor’s degree preferred
Preferred fields: Business Administration, Healthcare Administration, Education, Communications, or a related field

• Equivalent professional experience in admissions, compliance, registrar operations, or student services may be considered in lieu of degree

Preferred Background

• 2 plus  years of experience in admissions, academic administration, document evaluation, compliance, or regulated environments
• Experience in higher education strongly preferred
• Familiarity with immigration documentation processes is a plus
• Experience working with committees or leadership teams is valuable

Schedule & Benefits:

• Hours: Monday – Friday, 9:00 AM – 5:00 PM.


• Hybrid Schedule: Work from the Park Ridge office Monday through Thursday; Fridays Work From Home.


• Health Insurance, Dental and Vision Insurance,  PTO, 401k and other benefits.