Job ID

AH9947-0602-1797

Position Classification

FT Administrative Hourly

Position Summary

The Coordinator for Admissions Services-DDS position in the Office of Dental Admissions is supervised by the Director and the Assistant Director of Dental Admissions. This staff position is dedicated to the coordination of all activities and operations in the Office of Dental Admissions. This position provides direct supervision of student employees/admissions ambassadors (8-10). The Coordinator for Admissions Services-DDS is responsible for all services related to the doctor of dental surgery (DDS) program application process, data and document management for admissions materials, and management of the flow of the Office of Admissions. This position is also responsible for scheduling and planning of Dental Admissions Committee meetings, our Saturday Admissions Interview Days, and other events related to the DDS dental admissions program.

This position requires significant independence, responsibility and expertise in managing and prioritizing workflow for a wide range of clerical and general office functions under limited supervision, including but not restricted to creating, organizing, and maintaining files, responding to inquiries from applicants, distributing paperwork and files, coordinating the internal process for dental admissions, and working with various units to support the overall mission of the Office of Dental Admissions. This position also requires direct interfacing with candidates regarding admissions decisions at the direction and guidance of the Director of Dental Admissions and the Dental Admissions Committee. This position will be responsible for assisting the Director of Dental Admissions in all aspects of coordinating the process of creating and managing the enrollment for the incoming dental classes each year.

This position involves effective and professional direct communication with faculty, staff, students, applicants, and prospective applicants. This position also is responsible for conveying program information and providing assistance to applicants and prospective applicants toward understanding and successfully completing the dental admissions process for the DDS program at the School of Dentistry. This position requires quality customer service skills in-person, via phone, formal written, and via email.

Essential Duties and Responsibilities

• Lead all dental admissions functions and processes through preparing, maintaining, and monitoring completion of applicant files for DDS program (1500-2500 applications per year). The Coordinator – DDS will work with the other Coordinators (Hygiene+, Grad) to support operations of their respective programs.
• Manage and monitor departmental data and documents through electronic data entry, file preparation, admissions software programs, university information systems, and filing.
• Manage third party online software processes utilized as part of supplemental application process for prospective dental students, including Kira Talent, Casper, vCita, Google Forms, Certiphi, Go2Orientation. Serve as lead staff member for new faculty interviewer training, implementation of annual updates and upgrades, and contact person for third-party vendors.
• Analyze and assess documents to ensure compliance with requirements for the Dental Admissions Process and University admissions policies, including compliance with School of Dentistry and University accrediting bodies. Input all information for matriculated students into Banner, manage all application fees and deposits, and track applicant status on all documents required for admission. Serve as contact person for AADSAS centralized application service through the American Dental Education Association.
• Assist applicants with completion of their files via phone, in-person, or email advising. Communicate what parts are incomplete or missing to applicants in a professional manner. Use of CAS (AADSAS) and CRM (Slate) for monitoring and entry of materials, as well as communication with applicants.
• Compose correspondence related to the dental admissions processes to applicants and prospective applicants. This includes letters of acceptance, admissions status updates, emails regarding interviews, and other correspondence related to the admissions process from program interest through to matriculation.
• Manage the overall process for scheduling interviews for applicants, advising appointments, Dental Admissions Committee meetings, training sessions for Interviewers and student admissions ambassadors.
• Provide coordination, support, document preparation, and necessary information for the Dental Admissions Committee, Admissions Saturday Interview Days (6-7 per year), Dental Admissions Committee meetings, and supervision for the admissions ambassadors. Coordination with Public Safety, facilities, housekeeping and food services for all events herein.
• Manage pre-dental admissions experiences including UCSD Externship Program, DDS Open House, Admitted Students Day, etc. and other programs as requested.
• Provide tours for prospective applicants, school groups, pipeline programs, and pre-dental programs as assigned.
• Assist as requested in staffing Dental Admissions and/or University events, including (but not limited to) Orientation Week, Saturday Interview Days, White Coat Ceremony, Accepted Students Day, etc. Support McNichols’ campus Transfer Student Day as a recruitment event.
• Facilitate orders for all marketing materials used in the Office of Admissions such as admissions booklets and recruiting materials including all public-facing admissions websites. Complete edits and updates to marketing, promotional, and event-related booklets, invitations, and brochures on an annual basis.
• Pull data from CAS and CRM for reporting purposes (internal and external). Expertise in Excel is critical to this role.
• Attend American Dental Education Association meetings, AACRAO, Slate Summit, and/or Liaison Summit as requested based upon programming offered and needs of Student Services & Enrollment Management Office.
• Other duties as assigned.

Minimum Qualifications

• Education – A college degree.
• Experience – Two years to five years (Equivalent combination of education and employment).

Preferred Qualifications

• Experience with Banner, AADSAS (Centralized Application Services), Certiphi (background check software program) and web-based admissions video application programs a plus. Background in Admissions, especially professional school admissions would be preferred. 
• Candidates with a bachelor’s degree in progress will be considered for this role.

Knowledge, Skills, and Abilities

Strong work ethic, organizational skills, and ability to handle several on-going projects at once. Requires attention to detail and proficiency with Microsoft Office Suite products.

Physical Requirements

Job may require lifting light weight objects (1 to 10 pounds) with no repetitive bending or stooping. Occasionally lift average weight objects (1 to 10 pounds).

Work Environment

Regular exposure to favorable conditions such as those found in a normal office.

Salary/Pay Information

Commensurate with experience

Anticipated Schedule  

Monday – Friday, 8:30 am – 5:00 pm

Additional information

This position demands strong interpersonal skills, patience, a positive   attitude, a genuine concern for students, the ability to multi-task, and   attention to detail. This position also requires a working knowledge processes, procedures, and guidelines related to various academic and   administrative units within the University of Detroit Mercy.

Employee Benefits

At the University of Detroit Mercy, we continually strive to provide a high-quality, comprehensive benefits package to our valued employees. We offer our employees the following benefits: 

· Medical -

         o Three health plans to choose from with a large national provider network

· Dental -

        o UDM’s School of Dentistry FREE to you and your dependents

        o Option to purchase additional dental plan through UNUM

· Vision - 

        o Exams and lenses every 12 months

· Health Savings Account and Flexible Spending Accounts offered.

· Employee Assistance Program -

        o Provided to everyone in your household.

· Short-Term and Long-Term Disability.

· Life and AD&D - 

         o One times base salary up to a hundred thousand dollars.

· Option to purchase additional life insurance, accident insurance, and/or critical illness insurance

· Tuition Remission Benefit for you, your spouse, and children. 

· Retirement Plan -

        o UDM provides matches up to 8%

Michigan’s largest, most comprehensive private University, University of Detroit Mercy is an independent Catholic institution of higher education sponsored by the Sisters of Mercy and Society of Jesus. Detroit Mercy seeks qualified candidates who will contribute to the University’s mission, diversity, and excellence of its academic community. University of Detroit Mercy is an Equal Opportunity Affirmative Action Employer with a diverse student body and welcomes persons of all backgrounds.