The School of Dental Medicine Admissions Representative proactively supports the daily operations of the department and delivers outstanding customer service as a crucial team member in student recruitment and retention efforts. The Admissions Representative serves as the initial point of contact for all communications in the department (main telephone line, mail, general email accounts), participates in maintaining applicant databases, oversees admissions document processing, tracks enrollment deposits, arranges meetings and space assignment, organizes catering, manages departmental purchasing and accounts payable, and supervises student employees. The first point of contact for Admissions, the Representative provides tailored information to prospective students, applicants, visitors, faculty and administrators, guiding individuals through the process from initial inquiry to the phases of application, interview, acceptance, enrollment, fulfillment of pre-matriculation requirements, and matriculation. During the five months of interviews, the Admissions Representative is central in ensuring a welcoming and positive experience for invited applicants during the 6+ hours of the of the Predoctoral interview day.
Under the supervision of the Assistant Director of Admissions, the Admissions Representative oversees the smooth daily operations of the office, ensures consistent coverage of the Admissions reception desk and manages central communications. S/he answers telephone inquiries and assists visitors, responds to departmental voicemail, manages mail and oversees three Admissions email accounts.
S/he maintains the Admissions Conference Room and front office area and manages conference room reservation requests.
The Admissions Representative coordinates departmental purchasing, monitors and orders supplies, and organizes catering and maintenance of office equipment. S/he submits limit orders through BUworks/SAP, submits invoices to accounts payable, and assists in reconciling anticipated and actual spend.
The Admissions Representative participates in maintaining applicant databases and ensures accurate and timely processing of application and enrollment materials and information.
The Admissions Representative participates in hiring and training student employees (4 per semester), and manages weekly student payroll.
The Admissions Representative assists in planning interview days and tracks the progress of Admissions projects, providing regular feedback to department leaders. Provides administrative support for projects as assigned by Assistant Dean for Admissions and Director of Admissions.
Communications & Customer Service:
The Admissions Representative provides outstanding customer service, reception and communication, ensuring that all visitors to the office are assisted in a warm and courteous manner, that calls are answered promptly and professionally, and that all communications and interactions with the public, applicants, students, faculty and administrators are completed in a timely manner, accurately and with respect for the individual.
As the initial contact for applicants and visitors to the office, the Admissions Representative responds to a wide range of inquiries regarding the application process and describes academic and student program offerings. The Admissions Representative supports the recruitment and retention efforts of the dental school as an admissions generalist, playing a vital role in encouraging admitted applicants to enroll and supporting entering students. S/he responds to frequently asked questions from prospective students, helps applicants to successfully navigate the admissions process, tailoring information based on an individual's educational background and interests, and assists admitted applicants through the enrollment and final credentials submission process.
The Admissions Representative maintains a welcoming, professional environment to present the School in its best light, ensuring that public spaces are maintained to present a clean and comfortable atmosphere. During the Fall and Winter interview season, the Admissions Representative ensures a welcoming and positive experience for interviewing applicants over the 6+ hours of their interview day.
S/he is responsible for interacting with applicants at key intervals throughout the day, for securing and maintaining interview day technology devices (e.g., iPads and presentation computer), setting up the conference room, arranging applicant welcome materials and audio-visual presentations, and taking candidate photographs for database records. S/he reserves interview rooms, oversees catering and maintains the day's schedule. S/he maintains smooth transitions between presenters.
In the Spring and Summer, the launch of the new admissions cycles for the three application services overlaps with the conclusion of the previous cycles, and during this timeframe the Admissions Representative assists new candidates in navigating the application process while also assisting admitted, incoming students to help ensure they complete pre-matriculation requirements.
The Admissions Representative provides feedback on content and materials produced by Admissions staff that are disseminated to applicants through the website, email templates (standardized responses) and various internal publications, to improve communication of policies in order to convey accurate and timely information. S/he assists in preparing Predoctoral interview day materials, forms, agendas and minutes for weekly staff meetings, admissions committee meeting minutes, and other texts, documents and presentations, such as student Admissions Ambassador training materials and interview day presentations.
The Admissions Representative provides information to all consituents regarding dental degree and certificate programs, while managing a large volume of sensitive and confidential applicant and student information, tracking and recording data in three web-based application management systems. The Admissions Representative ensures accurate data entry and efficient routing of information and documents to appropriate recipients. S/he participates in the management of over 4000 application records per admissions cycle, across three major application systems (DMD, DMD Advanced Standing, and Postdoctoral and Residency Programs). Admissions cycles overlap for five months of the year, so from March through July, the Admissions Representative must differentiate amongst six distinct applicant populations and databases, and support onboarding activities for 300+ applicants admitted for the current calendar year as well as guiding new applicants hoping to matriculate in the next calendar year.
Deposit Payments Management, Purchasing and Accounts Reconciliation:
Under the guidence of the Assistant Director of Admissions, the Admissions Representative receives and tracks the $3,000 tuition deposits and acceptance confirmations for all enrolling students in accordance with departmental, School and University protocols, recording deposit checks and ensuring prompt processing to facilitate enrollment.
The Admissions Representative is the primary department contact for vendors. S/he monitors supplies inventory, places orders, arranges catering for interview days and meetings, confirms the receipt of goods and services and tracks expenditures. S/he collects and submits invoices for payment and assists in the resolution of billing issues.
The Admissions Representative supports the Assistant Director of Admissions with weekly financial reconciliation to ensure all vendor invoices are submitted and paid in a timely manner and that spending limits are responsibly maintained
Bachelor's degree and 1-3 years' experience required.
Excellent interpersonal skills; high degree of professionalism and the ability to interact with diplomacy, tact, courtesy and confidentiality with many individuals at all levels. Facility with careful phrasing of appropriate responses. Excellent written and oral communication essential. Focus on accuracy, details and thoroughness. Strong critical thinking skills, analytical, and multitasking abilities are essential, for frequent decision making in routine as well as individual circumstances. Willingness to seek information and request clarification. Proactive, positive, sensible, caring, respectful and responsible attitude, demonstrating commitment to the goals, values and success of Boston University, the School of Dental Medicine and to the success of the Admissions program. Ability to work independently, as well as collaboratively, in order to resolve a variety of challenges in a timely manner required. Ability to comprehend strategies, goals and procedural guidelines and to use these to analyze unique circumstances, and apply critical thinking skills and good judgment to identify and implement solutions in daily operations and interactions. Ability to provide information and guidance and resolve problems within the purview of the position, and understanding when to refer situations to appropriate staff or supervisor.
Must have the ability to be flexible and adapt to changes in the work environment, including delays and unexpected events, while maintaining composure. Self-motivated with the ability to prioritize tasks in a fast-paced environment to meet deadlines and manage competing demands. Excellent time management and organizational skills necessary to maintain smooth operation of the office. The position involves periods of working at a desk, using telephones, computers and office equipment, as well as periods of moderate physical activity for responsibilities such as setting up and cleaning up meals, organizing supplies in upper and lower cabinets, and operating the photocopier/printer/scanner.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law. We are a VEVRAA Federal Contractor.
Internal Number: 6928
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