"Associate Director, Admissions, Yale School of Medicine"

Overview

Yale School of Medicine seeks an innovative, dynamic, and knowledgeable Associate Director of Admissions to support and advance our mission, re-envision how we develop connections with promising students, share our enthusiasm for the Yale System of medical education, and engage meaningfully with prospective applicants.

*The mission of the YSM Office of Admissions is to admit a diverse class of outstanding students who show great promise for becoming leaders in medicine and science.*

Reporting to the Director of Admissions, the Associate Director plays a key leadership role within the YSM admissions team. The Associate Director supports the planning, coordination, and management of YSM’s admissions and recruitment activities. They help develop and implement innovative strategies to build a diverse and talented applicant pool, participate in the evaluation of candidates, and provide support and guidance to committee members throughout the admissions season. The Associate Director contributes to the evaluation of admissions outcomes and the development of strategies for continuous improvement, collaborating with the Director, YSM leadership, and admissions committees. The role involves regular engagement with current students and faculty on admissions committees; analyzing and presenting enrollment trends and shifts in the national admissions landscape; and supporting communications, outreach, and marketing initiatives.

To ensure that YSM’s admissions outreach and interactions align with our mission, the Associate Director helps manage technical platforms (such as AMP), supports the student ambassador program, and contributes to staff mentorship and professional development.

The Associate Director is expected to be a forward-thinking and knowledgeable professional who is comfortable working both strategically and tactically to advance the work of the admissions team. The position requires strong collaboration skills, thoughtful communication, and the ability to foster an inclusive and innovative environment. The ideal candidate is an energetic communicator with strong public-speaking and listening skills, capable of instilling an inspirational impression of YSM to prospective students.

The YSM Admissions Office is committed primarily to meeting operational needs but is willing to support a flexible work environment as the demands of the admissions schedule change throughout the year. This position allows for a combination of in-person and hybrid work arrangements, with a preference for majority in-person time to best support prospective and current students as well as YSM faculty.

Principal Responsibilities

Works in conjunction with the Director of Admissions and the Associate Dean of Admissions to manage the office. Responsibilities include monitoring and assessing the needs of the admissions office and directing the appropriate application of staff and resources to successfully complete office objectives. Assists with the development of the goals and objectives of the Office of Admissions.

Oversees the ongoing maintenance and updating of the YSM application system database including incorporation of new software in cooperation with Yale ITS and security services and medical education sections. Daily maintenance of the system and problem solving during application season. Reads primary applications to determine applicants qualified for interview. Trains admissions committee members and staff on the use of existing and new technologies ensuring consistent implementation of University and Admissions Office policies. Supervises admissions office staff responsible for efficiently processing over 7000 applications annually.

Helps to create multimedia content and programming to cultivate connections between prospective medical students and YSM, including websites, information booklets, videos, presentations and public speeches. Assumes primarily responsible for coordination and scheduling of 1300+ interviews including applicants and admission committee interviewers (faculty and students) over the interview season. Directs and implement distribution of email communications with applicants throughout the admissions process from initial outreach to prospective applicants continuing through matriculation, including invitations to submit Yale Secondary Application, notification of interview invitations, invitations to evening informational webinars, final decision release, and enrollees’ background checks.

Directs and implements interviewee information webinars throughout interview season, setting the agenda for each session, determining appropriate panelists based on the topic of the session, communicating with applicants and monitoring the success of the sessions. On interview days, meets with applicants to provide orientation and information about YSM and meets with faculty who participate in the interview day Meet and Greet session, providing them information on applicants and guidance on presentation.

Directs and implements distribution of email communication to admissions committee including notification of training sessions, meetings, interviews, etc. Directs and oversees the creation of the discussion agenda for the weekly admissions committee meetings (interviewing committee and executive committee). Prepares weekly statistical summaries of application processes and reading flow for Associate Dean as well as prepares and distributes data as needed to a variety of constituencies. Suggests and implements solutions to issues raised as a result of statistical analyses. Directs the Admissions Ambassador program including hiring students, developing and monitoring goals of the student ambassadors, holdings monthly meetings to plan evening information sessions for interviewees, Second Look (a major three-day recruiting event for admitted students), social media and additional outreach. Works in conjunction with the Director of Admissions and the Associate Dean of Admissions through the entire decision release process.

Responsibilities including but not limited to: statistical analyses of proposed decisions, reporting these data to Deputy Dean Illuzzi and Dean Brown, communication with applicants, both online and paper letters, responding to admitted students’ inquiries, updating appropriate databases both locally and nationally and sharing incoming student data with appropriate YSM offices adhering to university privacy policies. Works in conjunction with the Director of Admissions and the Associate Dean of Admissions to direct the waiting list process including organization of waiting list committee to review applicants, responding to applicant questions and making ongoing new offers of admission.

Following acceptance of applicants into the incoming class, directs and co-ordinates office staff to coordinate student enrollment with other medical education offices including Offices of Financial Aid and Student Affairs, confirm degree information and status of premedical requirements for incoming students, update local and national databases, assist international students with visa processing through Office of International Students and Scholars, and coordinate White Coat Ceremony program. Works with the Associate Dean and Business Manager to monitor office expenditures in compliance with University policies. Provides data and information for annual updates of internal committees, AMCAS publication, MSAR, Yale Bulletin and the US News and World Report annual survey.

Assists with updating admissions office website with current information adhering to admissions office bylaws and University policies. Produces presentations including power point slides and graphics. Acts as the YSM alternate representative to the Thirteen School Consortium and Yale Admissions Steering Committee. Performs and coordinates all White-Coat ceremony related activities.

Required Skills and Abilities

1. Demonstrated ability to manage and oversee admissions efforts. Demonstrated commitment to collaboration, responsiveness and professionalism. Exceptional oral and written communication skills required to interact effectively with a range of internal and external constituencies.
2. Excellent interpersonal, organizational and public relations skills with the ability to develop strong professional relationships. Ability to work well with diverse groups of students, faculty, staff and alumni. Strong organizational and supervisory skills. Demonstrated ability supervising administrative staff and leading teams and providing oversight of events.
3. Demonstrated strong analytical and technical skills, including ability to work with advanced MS Office, complex databases and spreadsheets. Expert level data analysis skills in Excel.
4. Ability to work successfully in a fast-paced and changing environment and to lead with a positive and can-do attitude that supports the mission of the school.
5. This position requires experience in management of complex, high profile administrative, personnel and data management operations within higher education including supervising three or more employees, managing large committees including setting the agenda, helping to run the meeting and analyzing data generated during each admissions year; managing executive-level committees including setting the agenda, helping to run the meeting and on a weekly basis analyzing critical data that will impact the institution. This position requires training in strategic planning and evidence that the incumbent has documented experience in these executive functions.

Preferred Skills and Abilities

Master’s degree and seven years of experience preferred.

Required Education and Experience

Bachelor’s Degree in related field and six years of experience or an equivalent combination of education and related experience.