Rowan-Virtua School of Osteopathic Medicine

Job Title: Program Coordinator Admissions

Department: Academic Affairs and Student Services, Admissions Office

Facility: Rowan-Virtua School of Osteopathic Medicine

Reports To: Assistant Dean of Admissions, DO Program and PA Program Director

SUMMARY The Program Coordinator provides comprehensive administrative, operational, and admissions support for the School of Osteopathic Medicine Admissions Office, with shared responsibility for both the Doctor of Osteopathic Medicine and Physician Assistant programs. This position performs a wide range of admissions coordination, applicant management, data tracking, and committee support functions, for both the DO and PA admissions operations. The Program Coordinator assists in planning, implementing, and supporting admissions activities, manages admissions systems and records, coordinates interviews and events, and supports the daily operations of the Admissions Office.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provides administrative, analytical, computing, and staff support for the Admissions Office. Executes assignments requiring data collection, information gathering, analysis, data entry and retrieval, database maintenance, document management, and report generation using multiple software platforms.
• Manages prospective student applications within admissions application management systems including AMP, WebAdMIT, CASPA integrations, and Banner, for both the DO and PA program. Imports CASPA applicant records into AMP on a regular basis and ensures data accuracy across systems. Conducts pre-screen reviews for PA applicants to confirm minimum eligibility requirements and initiates appropriate next steps including issuing secondary applications, placing applicants on hold pending additional information, or denying applications.
• Maintains and updates the master PA admissions tracking tools on a weekly basis, including accepted, continuing, and denied applicants, with documentation of GPA calculations, prerequisite completion, prior institutions, and admissions committee discussion outcomes. Recalculates applicant GPAs within AMP when necessary and ensures consistency across internal tracking systems.
• Coordinates PA admissions workflow by routing completed secondary applications to faculty reviewers, recording admissions decisions at each review stage, entering admission contingencies prior to releasing decisions, and triggering applicant communications through AMP. Generates and distributes applicant correspondence including secondary invitations, incomplete application notifications, missing documentation reminders, interview invitations, and admissions decisions for both the DO and PA programs
• Coordinates and supports the admissions interview process for both the DO and PA programs. Responsibilities include configuring and assigning faculty availability in AMP, assigning interview activities and scoring instruments, creating and maintaining interview schedules, managing applicant cancellations and rescheduling requests, assigning applicants to interview days and admissions committee meetings, and preparing interview materials. Prepares interview-day communications, including morning-of emails with access instructions and applicant folders, and prepares interview briefing materials for the PA Medical Director and Assistant Dean for Admissions when applicable.
• Creates and maintains PA applicant folders in OneDrive on a biweekly basis and ensures appropriate organization and access for admissions reviewers. Prepares and maintains internal interview matrices and admissions committee tracking spreadsheets, including master decision lists and biweekly review documents. Assist with tracking of required documentation including prematriculation documents for students accepted to the DO program.
• Provides direct support to the PA Admissions Committee by preparing agendas, scheduling meetings, creating Zoom links, assigning faculty participation, and recording detailed meeting minutes on a biweekly basis. Scribes admissions committee discussions and ensures accurate documentation of deliberations and decisions within AMP and internal records.
• Responds to applicant inquiries via email and phone, manages the PA general admissions inbox, uploads all relevant communications and documents into AMP, and provides accurate information in accordance with University and program policies. Screens calls received through the main Rowan-Virtua SOM phone line for both the DO and PA programs and assists with front desk coverage for both programs as needed.
• Coordinates and supports admissions-related events including open houses, accepted student days, orientation activities, recruitment fairs, and other outreach initiatives. Sends event-related correspondence, creates and tracks Google Forms for event registration and general inquiries, coordinates student ambassador participation, and assists with logistical planning and execution. May participate in off-campus recruitment activities and overnight travel as required.
• Maintains essential admissions records and assists with the maintenance of all admissions files. Prepares and compiles data for special reports, program evaluations, accreditation-related documentation, monthly metrics, and other internal and external reporting needs within established guidelines.
• Assists with department budget tracking and account monitoring, including reviewing budget reports, monitoring expenditures, and supporting compliance with University financial policies. Serves as liaison with administrative units such as Purchasing, Accounts Payable, Human Resources, and Information Resources and Technology.
• Coordinates and maintains departmental calendars, including scheduling meetings and events, arranging facilities and technology needs, preparing meeting materials, and supporting efficient office operations. Assists with reviewing office procedures, establishing standards, and implementing process improvements under the direction of admissions leadership.
• Understands and adheres to Rowan University compliance standards including the Corporate Compliance Policy, Code of Conduct, and Conflict of Interest Policy. Remains current with applicable federal, state, and University regulations, laws, and policies. Performs other duties as assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and other Microsoft Office applications is required, along with experience using admissions management systems, virtual meeting platforms such as Zoom or Webex, and cloud-based file management systems.

EDUCATION AND OR EXPERIENCE

Bachelor’s degree in Liberal Arts, Business Administration, Public Administration, Higher Education, Social Sciences, or a related field, plus one year of professional experience in a business office, government agency, or university setting. Admissions experience is preferred. Additional relevant experience may be substituted for the degree on a year-for-year basis.

SALARY AND BENEFITS

In compliance with the State of New Jersey Pay Transparency Act, the annual base salary range for this position is $63,924.03 to $66,806.79. Placement within the range is determined by candidate qualifications, professional experience, internal equity, and other factors. Eligible employees receive comprehensive New Jersey State health, dental, and retirement benefits, accrued time off and paid holidays, and tuition reimbursement for the employee, spouse, and dependents to attend Rowan University, Glassboro. Tuition reimbursement for spouses and dependents applies to undergraduate degrees only. Additional benefit information is available through Rowan University Human Resources.

NOTES

Only completed online applications submitted on or before the deadline will be considered. Candidates must be legally authorized to work in the United States. Rowan University will not sponsor applicants for work visas for this position.