Admissions Coordinator, School of Podiatric Medicine

Summary

The Admissions Coordinator plays a critical role in achieving BUSPM enrollment goals by ensuring smooth operations of all routine processes for developing and maintaining a positive relationship with podiatric prospects and applicants and providing overall support to the enrollment management operation for the School of Podiatric Medicine. 

This position leads the admission file review process, oversees all applicant communication, coordinates all logistics for the interview process, including scheduling faculty, serves as the primary liaison to the AACPM, and, when necessary, represents BUSPM in all aspects of the operation in place of the Director.  Through these responsibilities, the Admissions Coordinator not only supports but actively contributes to the success of the enrollment management operation. 

Essential Functions

.   Admission file management and compliance operations

• Evaluate and score all applications according to our standard rubric, laying the groundwork for fair, consistent, and mission-aligned admission decisions.

• Monitor and track applicant progress through the admissions cycle, maintaining real-time updates across CAS, Colleague, and Salesforce to guarantee accuracy and transparency for both applicants and the admissions team.

• Manage and safeguard all applicant documents, including pre-interview materials, letters of recommendation, MCAT scores, and transcripts, ensuring completeness and compliance with AACPM standards, Admission requirements, and accreditation standards.

• Establish and maintain official student records in Etrieve, seamlessly and accurately transferring files from CAS and ensuring accurate record-keeping for all incoming students.

• Update and resolve student record issues in Colleague related to transfers, CAS integration discrepancies, Social Security ID requirements, and other critical data accuracy points.

• Create and organize the incoming class cohort in American DataBank, streamlining retrieval and compliance tracking for required background checks.

• Review and verify all background checks (FBI, drug screening, and criminal history) for incoming students to ensure institutional and regulatory compliance.

• Prepare longitudinal student analyses for the Academic Dean, delivering data-driven insights that inform academic planning, retention strategies, and institutional reporting.

2.   Prospect engagement and admissions communication management:

• Coordinate and send interview invitations to qualified applicants via CAS or university email, ensuring accuracy and professionalism in all outreach.

• Manage applicant correspondence through CAS, including admission decisions, scholarship notifications, and status updates, to provide timely and transparent communication.

• Support the Admissions Director with interview scheduling, including preparing invitations and confirmations, to ensure a seamless and positive candidate experience. Acknowledge and update applicant status upon deposit receipt, reinforcing engagement and securing enrollment commitments.

• Provide individualized admissions counseling to prospective students via email and phone, offering clear guidance on requirements, timelines, and opportunities within the program.

• Maintain consistent communication with applicants throughout the process, addressing questions and ensuring they feel informed and supported at every stage.

• Host campus tours and deliver program presentations, both virtually and in person, to prospective students and their families, serving as a key representative of the School.

• Guide incoming students through compliance requirements, including background checks and screenings, and liaise with American DataBank to resolve any issues efficiently.

.   Interview coordination and candidate experience

• Collaborate with the Admissions Director to develop interview schedules each semester, coordinating virtual and on-campus sessions to optimize faculty and student participation.

• Assist the Admissions Director with managing the interview scheduling system (Schedule Once)

• Coordinate faculty participation by sending invitations and calendar requests to pre-clinical and clinical faculty and maintain accurate records of their scheduled interview sessions each semester.

• Oversee all on-site interview logistics, including coordination for welcoming interviewees, interviewee clinic visits, and dining arrangements, to ensure a seamless and welcoming experience.

• Schedule current students to participate on interview days for student group sessions virtually or on campus.

• Host additional guests accompanying interviewees, providing tailored information sessions or campus tours to further showcase the school, answer guest questions, and strengthen engagement.

Serve as acting representative of the Admissions Director when needed, conducting interviews and engaging with prospective students to ensure continuity and maintain a professional, high-quality candidate experience, both on campus and virtually, providing comprehensive program overviews including financial aid, housing, campus tours, clinical experiences, and overall student life, ensuring a positive and professional candidate experience.

.    Admissions operations and strategic support

• Act as the Admissions Director’s representative in their absence, attending meetings, presentations, and other official functions to maintain continuity and leadership.

• Travel nationally and participate in recruitment events to support both short- and long-term enrollment goals, representing BUSPM professionally to prospective students and partner organizations.

• Engage in virtual recruitment events, ensuring consistent outreach and maintaining the school’s visibility among prospective applicants.

• Coordinate marketing and promotional materials in collaboration with the Department of Brand Marketing and Communications, ensuring timely availability and alignment with recruitment initiatives.

• Plan and coordinate all aspects of new student orientation for incoming classes, including scheduling, coordinating invitations to and managing on-campus personnel (e.g., President, Provost, Dean, Student Support Services), and organizing guest speakers from professional organizations such as the Florida Podiatric Medical Association.

• Collaborate with student organizations such as the Florida Podiatric Medical Student Association to integrate their programming with official orientation activities.

• Manage catering and logistics for orientation events, coordinating with campus or approved external caterers to provide a seamless and professional experience.

• Prepare comprehensive orientation materials, including agendas and informational packets, to support a smooth onboarding process for new students.

• Oversee office procurement, including processing purchase orders and supplier invoices through Workday, ensuring fiscal accountability and operational efficiency.

• Support data-driven decision-making by generating, maintaining, and providing student data reports and fulfilling data requests from school administration.

Extended scope of work

• Serve on the School Admissions Officers Committee of the American Association of Colleges of Podiatric Medicine (AACPM) and act as a voting representative for BUSPM when engaged in Committee work.  Travel biannually to attend meetings with the AACPM.

• Travel biannually to attend AACPM SAO meetings, representing BUSPM’s and the profession’s strategic interests.

• Provide regular AACPM applicant data reports for internal analysis while ensuring strict adherence to confidentiality standards.

5.   Extended scope of work

• Serve on the School Admissions Officers Committee of the American Association of Colleges of Podiatric Medicine (AACPM) and act as a voting representative for BUSPM when engaged in Committee work.  Travel biannually to attend meetings with the AACPM.

• Travel biannually to attend AACPM SAO meetings, representing BUSPM’s and the profession’s strategic interests.

• Provide regular AACPM applicant data reports for internal analysis while ensuring strict adherence to confidentiality standards.

• Collaborate with the Admissions Director annually to oversee Centralized Application Service (CAS) configuration and process improvements.

• Support major BUSPM events, including Commencement, Rite of Passage, and other signature programs—through planning and execution.

• Recruit, hire, train, supervise, and evaluate the Admissions Work Study staff, ensuring effective support for office operations.

• Serve as an active voting member of the BUSPM Admissions Committee, contributing to applicant evaluations and admissions decisions.  This includes scheduling all BUSPM Admissions Committee meetings.

• Participate in the BUSPM Academic Calendar Committee, providing input on academic scheduling and alignment with admissions processes and timelines.

• Maintain membership in the National Association of Advisors for the Health Professions (NAAHP) and travel to regional and national meetings to promote BUSPM’s programs.

Qualifications/Requirements

• A Bachelor's degree in any discipline is required.

• 1-3 years of Admissions experience.'

• Previous experience coordinating orientation, recruitment events, committee meetings, and interviews.  Event planning and execution.

• Must be proficient with MS Office Suite, CA Colleague, and Salesforce.

• Strong time management skills; attention to detail; handling confidential documentation with discretion; functioning in a fast-paced environment.

• Excellent written and verbal command of English; Spanish preferred as well. Strong interpersonal skills to engage with constituents. Public speaking and presentation skills.  Customer service orientation and responsiveness.

Barry University is an Equal Opportunity Employer, committed to a diverse and inclusive work environment.