Md Admissions Coordinator, Undergraduate Medical

2 weeks ago

Calgary, Canada The University of Calgary Full time

**Description**

The **Office of MD Admissions in Undergraduate Medical Education** in the **Cumming School of Medicine** is currently seeking a Full-time Limited Term **MD Admissions Coordinator **for approximately 6 months with the possibility of extension.

Reporting to the Manager, MD Admissions, the MD Admissions Coordinator is responsible for the coordination of the various milestones of the MD Admissions cycle and providing administrative support for the MD Admissions office. This position responds to a broad variety of general inquiries.

**Conflict of Interest Policy**:
**Summary of Key Responsibilities** (job functions include but are not limited to):

- Provides advice and assistance to applicants and prospective applicants regarding admissions requirements
- Coordinates and manages the collection of required documentation for entering medical school, including advising and interpreting the specifications regarding the accurate and time-sensitive completion of police checks and immunization forms, guaranteed deposits, bank letters, etc.
- Communicates and corresponds with students to obtain police checks and Vulnerable Sector Search from police agencies
- Coordinates workshops and membership for the File Review Subcommittee (AFRS) and provides general support as required
- Processes transcripts including the matching and updating the status of receipt, as well as collating and filing of transcripts (peak during the months of August to October)
- Participates in the coordination of the Multiple Mini Interviews (MMI) from January to March. This includes coordinating catering, ordering supplies, inputting information for MMI Assessors, pulling reports, communicating with assessors, drawing up documents, administrative work assembling required materials and documents, working with outside agencies to make sure all required spaces etc. are secured
- Plays a pivotal role on MMI days which are dependent on meticulous attention to detail and timing, as each stage of the process is interdependent on the smooth execution of every other stage, in an operation requiring precision and having far-reaching consequences in the event of errors or oversights
- Works with other members of the Admissions team to verify the integrity of the applicant files before offers to the MD program are sent in mid-May.
- Works with the Admissions Team Lead in managing the MD waitlist in collaboration with the other office staff. This is an extremely high-stakes process that must be monitored and regularly managed

**Qualifications / Requirements**:

- A minimum of three years of directly related experience in an advisory role; must demonstrate examples of utilizing judgment within capacity of the role.
- Experience in undergraduate Admissions or undergraduate medical education is required.
- Demonstrated understanding of University of Calgary academic policies and procedures pertaining to degree and program requirements.
- Experience utilizing and upholding calendar regulation and policy as it relates to applicant inquiries.
- 3-5 years of administrative work experience is required.
- Demonstrated experience working in an environment with peak periods and a high volume of inquiries.
- Ability to learn, adapt to, and use specialized computer programs and databases.
- Experience investigating and troubleshooting any concerns or flags with applicant submissions.
- Highly developed communication skills (both written and verbal), telephone etiquette, strong listening skills, and the ability to probe for additional details is required.
- Ability to work in a confidential setting and demonstrate good judgment in dealing with sensitive and confidential situations.
- Demonstrated ability to work in a fast-paced, high pressure, team-based environment with an ability to meet deadlines required.
- Demonstrated personal coping strategies, including the ability to manage stress levels that are moderate to high based on volume and demand.
- Ability to embrace change in a dynamic environment

**Application Deadline**: December 6, 2024

This position is part of the AUPE bargaining unit, and falls under the **_Specialist/Advisor Job Family, Phase 1_**.

For a listing of all management and staff opportunities at the University of Calgary, view our **Management and Staff Careers website**.

**About the University of Calgary**

UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.

The University of Calgary has launched an institution-wide Indigenous Strategy committing to creating a rich, vibrant, and culturally competent camp

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