Program Administrator - Admissions,… at Marshall Health · Huntington

The Program Administrator provides comprehensive programmatic, administrative, and operational support for the Marshall University Joan C. Edwards School of Medicine Office of Admissions, Advising and Student Life. The position coordinates recruitment and outreach initiatives, pathway and enrichment programs, student engagement activities, advising support, and programs designed to enhance the medical student experience.
The Program Administrator serves as a primary administrative support resource for the Senior Associate Dean for Admissions, Advising and Student Life and works collaboratively with students, faculty, staff, pre-health advisors, community organizations, educational institutions, and other internal and external partners.
The position assists with the planning, implementation, coordination, evaluation, and continuous improvement of programs that support medical student recruitment, admissions, advising, engagement, retention, professional development, and access to medical education. The Program Administrator exercises coordinates multiple programs, projects, events, schedules, communications, and competing priorities.

Job Responsibilities:
Administrative and Office Coordination
• Provides administrative and programmatic support to the Senior Associate Dean for Admissions, Advising and Student Life and assists with the daily operations of the office.
• Coordinates calendars, meetings, appointments, events, correspondence, reports, presentations, and other administrative activities for the office and Senior Associate Dean as assigned.
• Receives and responds to telephone calls, electronic communications, visitors, students, applicants, and other inquiries; provides appropriate information or directs inquiries to the appropriate individual or office.
• Prepares, reviews, distributes, and maintains correspondence, reports, meeting materials, presentations, spreadsheets, databases, program records, and other office documentation.
• Maintains organized and confidential electronic and physical files and records in accordance with institutional policies.
• Coordinates office supplies, equipment, purchasing, expense documentation, vendor communications, and other operational needs.
Admissions and Recruitment
• Assists with the planning and coordination of medical student recruitment and admissions activities, including information sessions, recruitment programs, applicant events, interview activities, open houses, and other admissions-related programs.
• Assists in representing the School of Medicine at recruitment events, college and university programs, career fairs, conferences, community events, and other outreach activities as assigned.
• Assist in coordinating communications and engagement activities with prospective students, applicants, pre-health advisors, colleges and universities, community organizations, and other recruitment partners.
• Assists with maintaining admissions, recruitment, and outreach databases and tracking systems and compiles data for reports, presentations, program evaluation, and planning.
• Assists with the coordination of applicant and prospective student communications, campus visits, virtual programs, recruitment materials, and related activities.
Pathway, Outreach, and Enrichment Programs
• Assists with coordinating and supporting pathway, enrichment, and outreach programs designed to introduce students to medicine and other health professions and strengthen the pathway to medical education.
• Assists with program logistics, participant communication, registration, scheduling, facilities, speakers, volunteers, materials, meals, transportation, and other operational requirements for pathway and enrichment programs.
• Assist with maintaining relationships with schools, colleges, universities, pre-health advisors, community organizations, and other partners supporting recruitment and pathway initiatives.
• Collects and maintains program participation, evaluation, and outcome data and assists in preparing reports used to assess program effectiveness and support continuous improvement.
Student Advising, Engagement, and Student Life
• Provides administrative and program coordination support for medical student advising student life, engagement, retention, leadership development, and professional development activities.
• Serves as a resource and liaison for medical students and student organizations and assists with programs, events, meetings, room reservations, scheduling, communications, and other organizational needs.
• Coordinates student engagement activities, recognition programs, workshops, special events, orientation activities, and other programs sponsored or supported by the Office of Admissions, Advising and Student Life.
• Supports programs and activities related to student wellness, belonging, professional identity formation, leadership development, academic success, career development, and the overall student experience.
• Assists students in identifying appropriate institutional resources and refers students to the appropriate faculty member, administrator, advisor, or support service when necessary.
• Supports communication with the medical student body through newsletters, electronic communications, websites, social media, digital displays, and other communication platforms as assigned.
Program Management, Assessment, and Compliance
• Coordinates multiple projects and programs simultaneously, monitors timelines, monitors deadlines, communicates with stakeholders, and follows projects through completion.
• Assists with budget tracking, purchasing, expense processing, reimbursements, vendor coordination, and financial documentation for programs and events.
• Assist with collecting, organizing, and maintaining program data and assists with the preparation of reports, presentations, outcome summaries, and other materials for departmental and School of Medicine leadership.
• Supports data collection and documentation related to accreditation, including applicable Liaison Committee on Medical Education (LCME) requirements, institutional reporting, program evaluation, and continuous quality improvement.
• Assists with Institutional Review Board documentation and other regulatory or compliance activities associated with educational programs or program evaluation when applicable.
• Identifies opportunities to improve office procedures, student services, communications, and program operations and assists with implementing approved improvements.
• Collaborates with faculty, staff, students, and institutional partners to ensure effective coordination of programs and services.
• Participates in departmental and institutional committees, meetings, programs, and special projects as assigned.
• Performs other duties as assigned or requested that are consistent with the responsibilities and scope of the position.

EDUCATION
Required: Bachelor’s degree from an accredited college or university in higher education, education, business administration, healthcare administration, communications, public health, or a related field, or an equivalent combination of education and relevant experience.
Preferred: Master’s degree in higher education, student affairs, education, business administration, healthcare administration, public health, or a related field.

EXPERIENCE
Minimum of three years of progressively responsible experience in higher education, healthcare administration, student affairs, admissions, advising, recruitment, outreach, program coordination, or a related setting preferred.
Experience working in an academic medical center, medical school, health professions education program, or higher education environment is preferred.
Experience coordinating programs, events, projects, or student services and working with multiple internal and external stakeholders is preferred.

Some evening, weekend, and off-site work may be required to support recruitment, student programs, outreach activities, and special events.