MD Admissions Advisor, Undergraduate Medical Education Full-time Job

Position Overview

The Department of Undergraduate Medical Education in the Cumming School of Medicine is currently seeking a Full -time Temporary Relief MD Admissions Advisor for approximately 9 months.

The MD Admissions Advisor is responsible for coordinating the admissions process for the Cumming School of Medicines MD Program. Responsibilities include providing advising to prospective and current applicants, providing administrative support for the Admissions Committee and acting as the primary adjudicator of questions regarding applicant eligibility.

Reporting to the Manager, MD Admissions with accountabilities to the Assistant Dean and to the Associate Director.

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

• Program Coordination
  • Provides technical assistance/advice to applicants and referees during the application cycle
  • Advises applicants on accurately entering transcript information into UCAN and advises on the calculation of their GPA
  • Assists applicants with graduate degree forms and general advice with the online application process
  • Manages the intake of thousands of transcripts and prepares them for entry into UCAN, including manual uploading and prepping for outside agency to scan
  • Liaises with main campus recruiters to advise them of the current requirements to the MD program
  • Liaises with the Leaders in Medicine (LIM) Program Coordinator and LIM Director regarding incoming students and current requirements for both programs
  • Accountable for the Applicant Manual and ensures it is updated and edited for the start of the application process
  • Coordination of the Multiple Mini Interviews (MMI) in collaboration with the Assistant Dean and Manager
  • Works closely with the Admissions Team in the admission offer process, including acceptance emails, waiting lists and refusals
  • Verifies the list of admitted students
  • Meets and advises prospective students to answer any specific questions before sending an application
  • Advises candidates whose file requires special attention owing to exceptional circumstances 
• Leadership
  • Communicates as required with other medical school Admissions Offices regarding common issues
  • Advises current/prospective applicants to the MD program in both a one-one-one and group setting regarding the requirements for application into the MD program, and guides them through the admissions process
  • Corresponds with current/prospective applicants via email, phone or mail regarding the MD admissions requirements
  • Coordinates meetings and workshops for the Admissions Selection Committee (ASC). This includes recruiting ASC members, attending meetings, taking the minutes and supporting the ASC Committee as required
  • Advises and assists other college/high school career advisors on the MD admissions process
  • Represents the Cumming School of Medicines MD Program on the MD Admissions process, on and off campus, to prospective students
  • Plans and implements recruitment activities for high schools and post-secondary institutions, and evaluates the success of these recruitment efforts
  • Working closely with the Admissions Assistant Dean and manages ongoing strategic communications with high school and post-secondary independent counselors, including email, print, web and other media

Qualifications / Requirements:

• Bachelors Degree required
• Minimum of 5 years of related experience is required
• Experience in an undergraduate medical environment is required
• Previous experience in an advisory role is required
• Ability to successfully manage and keep track of large volumes of applicant inquiries and provide accurate and timely advice is required
• The ability to work independently demonstrating good judgment in a fast-paced environment with many conflicting priorities
• Ability to work outside of regular work hours as required. Regular work week schedule (Monday to Friday - 830 am – 430 pm) with occasional variances in start and end time, and may be expected to attend events or provide service outside normal working hours
• Demonstrated outstanding interpersonal communication skills, including written and verbal required
• Strong critical thinking, judgement and decision-making skills
• Ability to work under pressure to meet strict and multiple timelines
• Ability to work effectively individually and as a team member
• Excellent computer skills including experience using Microsoft Office suite of programs
• PeopleSoft and UCAN experience is an asset
• Strong organization, multi-tasking and time management skills with the ability to set priorities and meet deadlines
• High level of integrity, discretion, professionalism and ability to maintain confidentiality is required
• The ability to perform moderately heavy lifting, move tables, push carts and carry items is required
• Requires the ability to stand / walk for long periods of time

Application Deadline:  February 21, 2024

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted. 

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