Description

Position Overview

The Administrative Associate Senior - Recruitment & Admissions provides high-level administrative, operational, and customer service support for recruitment and admissions activities within the School of Pharmacy. This position plays a central role in ensuring a professional, organized, and welcoming experience for prospective students, applicants, faculty, staff, and visitors.

In addition to supporting admissions operations, recruitment events, and outreach initiatives, this role serves as a critical operational interface between Recruitment & Admissions and Academic Affairs, ensuring accurate transition of admissions documentation into official PharmD student records and Student Information Systems (SIS). The position contributes directly to enrollment readiness, onboarding, and student record integrity for newly matriculated PharmD students.

Success in this position requires strong organizational skills, attention to detail, discretion in handling sensitive information, the ability to manage multiple priorities in a high-volume, student-focused environment, and comfort working across evolving student information systems.

Job Description

20% - Recruitment & Admissions Operations Support

• Serve as a primary point of contact for prospective students, applicants, and visitors, providing timely and professional support via phone, email, and in person.
• Coordinate and manage admissions interview days, including scheduling applicants, faculty interviewers, student ambassadors, room reservations, and parking arrangements.
• Track, verify, and maintain admissions documentation (e.g., transcripts, required materials, forms) to ensure completeness, accuracy, and compliance.
• Manage logistics for prospective student visits, including itineraries, room scheduling, parking, and related communications.
• Enter, update, and maintain admissions and recruitment data in Slate or other admissions systems.
• Support recruitment-related communications, including interview confirmations, event messaging, and follow-up correspondence.

20% - Events & Outreach Support

• Assist in the planning and execution of recruitment and outreach activities, including career fairs, admissions events, pipeline programs, summer camps, and shadowing or enrichment opportunities.
• Assist in coordinating and supporting summer camp operations in all aspects, including managing the camp email account; coordinating camp dates; communicating with attendees and parents; ordering materials and promotional items; collaborating with faculty and assigned students; and maintaining accurate participant records, including attendance, payment status, and accommodations.
• Coordinate event logistics such as room reservations, catering, purchasing, materials preparation, and on-site support.
• Maintain participant lists, registrations, attendance records, and related documentation for recruitment and outreach activities.
• Update email lists, mailing lists, and websites with current recruitment, admissions, and program information.
• Assist with visitor hospitality and event scheduling involving faculty, staff, students, and external guests.

20% - Admissions Documentation, Student Records & SIS Interface

• Maintain admissions documentation as the foundational record set for newly matriculated P1 PharmD students.
• Serve as a functional interface with Academic Affairs and PharmD Student Records, ensuring continuity between admissions records and official student records.
• Support accurate creation and onboarding of P1 student records by ensuring admissions documentation aligns with Registrar, enrollment, and Academic Affairs requirements.
• Assist with Student Information System (SIS)-related processes as they intersect with admissions and student records.
• Help document and validate completion of admissions-related requirements as they appear in student-facing, system-based degree audit and SIS environments.

20% - Systems Analysis & Process Support (Admissions ↔ Academic Affairs)

• Provide functional systems support and basic systems analysis related to admissions documentation, student records, and SIS platforms.
• Identify and communicate gaps, inconsistencies, or process inefficiencies in how admissions requirements are captured, transferred, and represented in student records and degree audit systems.
• Support continuous improvement efforts related to SIS transitions or enhancements affecting admissions and student records.
• Collaborate with KU School of Pharmacy Academic Affairs and other campus partners to support accurate, auditable, and student-centered data flows.

20% - Administrative & Office Support

• Serve as receptionist for the recruitment and admissions suite, responding to walk-in requests, phone calls, and emails, and acting as a point of contact for internal offices, including IT and Facilities.
• Collect and distribute incoming and outgoing mail and packages; create shipping labels; order office supplies; and assist with scanning, copying, and faxing as needed.
• Provide administrative support to recruitment and admissions leadership, faculty, and staff.
• Maintain accurate, complete, and auditable records related to recruitment and admissions activities, events, and expenditures in accordance with university and departmental policies.
• Process, track, and reconcile recruitment and admissions-related financial transactions, including purchase requests, invoices, reimbursements, and internal transfers.
• Support special projects and initiatives related to admissions operations, recruitment strategy, student engagement, and enrollment onboarding.
• Perform additional administrative duties as assigned.

Required Qualifications

1. Bachelor's degree OR Associate's degree and two (2) years of relevant administrative or office support experience OR High school diploma/GED equivalency and four (4) years of relevant administrative or office support experience.
2. Strong written and verbal communication skills as evidenced by application materials and work history.
3. Work experience that required the ability to manage multiple priorities with attention to detail as evidenced by application materials.
4. Proficiency with Microsoft Office applications (Word, Excel, Outlook, PowerPoint).
5. Previous experience that required the ability to handle confidential information with discretion and professionalism.

Additional Candidate Instruction

A complete application includes:

1. Cover letter describing how you meet the required and preferred qualifications
2. Resume/CV
3. List of three (3) professional references

Incomplete applications will not be considered.

Application review begins Monday, June 29th. For consideration, please apply no later than Sunday, June 28th.

Disclaimer

The University of Kansas prohibits discrimination on the basis of race, color, ethnicity, religion, sex, national origin, age, ancestry, disability, status as a veteran, sexual orientation, marital status, parental status, gender identity, gender expression, and genetic information in the university's programs and activities. Retaliation is also prohibited by university policy. The following person has been designated to handle inquiries regarding the nondiscrimination policies and procedures and is the Title IX Coordinator for all KU and KUMC campuses: Associate Vice Chancellor for the Office of Civil Rights and Title IX, civilrights@ku.edu, Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY. Reports can be submitted by contacting the Title IX Coordinator as provided herein or using the Title IX online report form and complaints can be submitted with the Title IX Coordinator or using the Title IX online complaint form.