"Office Coordinator"

Job Summary

The MCG Office of Admissions Office Coordinator is a customer service-minded, enthusiastic individual who serves as the frontline of contact for the Office of Admissions. The Office Coordinator performs a variety of duties to support the overall function of the office which is responsible for recruiting and matriculating one of the largest medical school classes in the nation. This position requires excellent communication skills and time management as there is a significant amount of contact with prospective students, current medical students, and faculty members. The Office Coordinator duties are outlined in detail below and in general include but are not limited to: 1) Manage front desk operations for the MCG Office of Admissions 2) Provide Administrative Support to the MCG Office of Admissions Leadership Team (Senior Associate Dean for Admissions, Assistant Dean for Admissions and Director of Admissions/Recruitment Operations), 3) Assist with applicant communication and data management of required documentation, 4) Assist with Multiple Mini-Interviews 5) Manage travel processing and reimbursement for the Office of Admissions team, 6) Assist with MCG Office of Admissions Events, 7) Assist with preparation for Admissions Committee meetings, 8) Prepare annual service letters for those involved with admissions process.

Responsibilities

The responsibilities include, but are not limited to:

Front Desk Operations

• Answer and triage incoming phone calls for the office. Provide information regarding application processing, and Medical College of Georgia general inquiries
• Direct all phone calls not related to Medical Admissions to the appropriate Academic Affairs or AU Health department
• Provide general information regarding the Admissions process for the Medical College of Georgia to prospective and current applicants
• Maintain Office of Admissions email account. Triage emails to the appropriate team member and provide timely email response regarding general applicant inquiries approximately 100 emails daily
• Submit necessary requests to maintain working function of the office and maintain office cleanliness
• Update and maintain office correspondence (letterhead, office forms ... )
• Maintain cleanliness of office and maintain office clean up schedule
• Maintain office log and update records for AU office assets (e.g.: laptops, desktops, projector, swag items etc.)
• Responsible for office supply ordering, maintenance and associated budget in coordination with the Director of Admissions
• Responsible for Interdepartmental requests (IDRs)
• Maintain budget and ordering of office supplies

General Administrative Support and Budget Assistance

• Maintain calendars for all members of the leadership team (e.g. Senior Associate Dean or Admissions, Assistant Dean for Admissions, Director of Admissions/Recruitment Operations, & Associate Director of Admissions) as the recruitment cycle requires significant coordination of the leadership calendars
• Maintain office calendar for admissions team (office events, staff leave ... )
• Submit admissions team leave requests for approval to Academic Affairs
• Schedule and coordinate inter-departmental planning meetings and attend for documentation as needed
• Assist with search committee materials when indicated
• Prepare budget for and order MCG recruitment materials (pens, bulletins, admissions brochures and other annual recruitment materials)
• Store and update electronic and print copies of all invoices / vendor contracts
• Assist with office communication and recruitment materials as needed

Applicant Communication and Data Management

• Receive and upload any received transcripts into our online admissions system (AMP) Assist with the creation of data reports for various university offices
• Upload applicant information into AMP as needed (transcripts, additional support letters, thank you notes, etc ...
• Assist Admissions Counselors with screening of pre-matriculation requirements for incoming students
• Assist with prospective student communication and data management
• Create campus assignment forms for 50 incoming students at the Savannah MCG campus and ensure receipt of these forms by the Office of the Registrar
• Enter Banner ID/JAG Ids on shared matriculation reports
• Prepare Crystal reports when necessary
• Additional data entry as needed

Multiple Mini-Interviews (MMI) Support

• Prepare interview day documents for 32-48 applicants weekly from August through January (approx. 670 interviewed students annually)
• Create applicant log for office staff each interview day (including AMCAS ID, name, telephone number, preferred name and preferred pronouns for each applicant) Prepare needs for interviewers each day (individual applicant evaluation forms, station packets, attendance log, laptops charged and ready at each interviewer station). Serve as primary support for interviewers each interview day
• Maintain student confidentiality forms and interviewer evaluation forms
• Ensure all applicants have submitted MMI confidentiality forms prior to their scheduled interview day
• Review/confirm lawful presence documentation for applicants each interview day Participate in multi mini-interviews and serve as time keeper during interviews Assist with interviewer training sessions
• Assist Admissions Leadership with confirming interviewers and securing calendar invites

Travel Processing

• Submit travel authorizations and reimbursement requests for all admissions team members in timely fashion
• Assist with rental car and van reservations for recruitment events
• Assist with conference registration Admissions team members and prepare travel folders with confirmations

Event / Recruitment Support

• Obtain parking for off campus guests
• First look tours: Track registration for each event (online submissions), Prepare office space for event with all necessary items/preparations, Welcome prospective students and their family members
• Visit Day (largest recruitment event for the office of Admissions which involves all of Academic Affairs Leadership Regional Campus Deans and 60+ medical students and welcomes over 175 accepted students): Prepare packets for over 175 accepted medical students (name tags, swag bags, order printed materials, obtain local materials on housing and Augusta), Prepare necessary materials for student (60+) and faculty (20-30) participants, Serve as host for accepted students; assist with event set up and take down
• Office holiday and other events as needed

Admissions Committee Support

• Schedule approximately 30 committee meetings annually
• Secure calendar invites for all attendees
• Log, update and set-up on-site computers for meetings as needed
• Annual Committee training: Schedule all participants, Prepare Committee member annual packets in advance of the meeting (Admissions Committee Training Document, AAMC protocols which must be ordered from the AAMC in advance, confidentiality and conflict of interest statements and any other necessary materials as indicated from the leadership team)
• Subcommittee meetings: Communicate with committee members for date and to ensure quorum, Make room reservation and obtain pin for off-site members if needed

Service Letter Creation & Distribution

• Create, update and distribute service-thank you letters for 25 committee members, 60+ interviewers and approximately 60 medical student tour guides annually: Ensure letters are delivered to each individual and copied to respective department chairs / direct supervisors

Required Qualifications

Educational Requirements: High School Diploma, GED or equivalent from a recognized state or federal accredited organization required, with a minimum of nine years of progressively responsible office support experience OR Associate's Degree from an accredited college or university with a minimum of six years of progressively responsible office support experience.

Preferred Qualifications

Preferred Educational Qualifications: Bachelor's Degree from an accredited college or university.

Knowledge, Skills, & Abilities

ABILITIES: Excellent customer service, interpersonal, multi-tasking, organizational and verbal/written communication skills. Proficiency with Microsoft Office (Word, Excel, Access, and PowerPoint) and other computer software/databases. Ability to coordinate multiple projects simultaneously, meet deadlines despite often interruptions, maintain confidentiality, keep accurate records and make independent decisions.

Shift/Salary/Benefits

Shift: Days/M-F. Pay Band: 5. Salary: Minimum $17.88/hour - $20.44/hour. Recruitment Period: 9/16/25 - Until Filled.