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Washington University of St. Louis Scheduling Assistant - Student Support Services - 51245 in St. Louis, Missouri

Job Type/Schedule This position is full-time and works approximately 40 hours per week. Department Name/Job Location This position is in the Department of Student Support Services. This position is for the Medical School Campus. Essential Functions POSITION SUMMARY: This position is responsible for maintaining and managing administrative, technical and customer service processes for the Medical School MD Admissions Office. Additional responsibilities include assisting with correspondence and developing a strong working rapport with various internal and external contacts including the Student Support Services divisions, students, applicants and the members of the Committee on Admissions (COA). PRIMARY DUTIES AND RESPONSIBILITIES: 1. Prepare, review and maintain interview schedule with applicants and COA members. 2. Schedule applicant interview days and tours, including: room scheduling, lodging, meals, directions to areas of the medical school, medical student tours. Schedule applicant meals including pizza parties, breakfasts, and lunches. Monitor and order and maintain supplies for meals as needed. 3. Update individual interview schedules in the Admissions online scheduling system as dictated by applicant and COA member availability. 4. Review, process and complete applicant files in the Admissions application system. Scan and attach incoming materials and credentials to application files. Verify transcripts and maintain both electronic and physical files. 5. Arrange daily interviewee check-in, assist with interviewee orientation, produce photo ids and answer questions. Provide a warm, welcoming and friendly environment for applicants. 6. Answer and appropriately reply to all inquiries from prospective applicants. This includes: walk-ins, phone calls, e-mails and mail from prospective applicants. 7. Prepare admission material packets such as interview folders, event packets, and other recruitment materials. Prepare, address, and mail acceptance letters/packets. 8. Coordinates annual admissions events. Participates in Second Look Weekend, University Scholars Program, COA Breakfast, COA Dinner. 9. Support all Committee on Admissions meetings with setup and food orders. Maintain professional relationship with all COA members and Subcommittee Chairs. 10. Investigate and assist in various problem resolution and routine assistance in support of the department. 11. Be available for meetings with staff, Director and Dean in Department. Meet with other Scheduling Assistants for cross training and collaboration. 12. Monitor and reply to Admissions Office email accounts. Pick up and distribute physical mail. 13. Monitor supplemental application fees. Return duplicate fee payments, process credit card refunds in payment system. 14. Cover front desk, phone and walk-ins for breaks, lunch and unscheduled absence. 15. Other duties as assigned. Required Qualifications Related experience in a medical office setting is required. Preferred Qualifications * Bachelor’s degree, preferably in business administration or health care related discipline. * Excellent organizational and analytical skills. * Effective verbal, written and interpersonal communication skills. * Ability to type and use all Microsoft Office programs (Access, Excel, Powerpoint and Word). * Proficiency in spreadsheets and Access database queries and mailings. Salary Range The hiring range for this position is $16.31 - $20.39 per hour. Pre-Employment Screening All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. Current employees applying for a new position within the university may be subject to this requirement. The screenings will include a criminal background check and, as applicable for the position, other background checks, drug screen, employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening. Benefits This position is eligible for full-time benefits. Please click the following link to view a summary of benefits: https://wustl.box.com/s/8wkhs25yssf0775x9d6nd6vqa7obpth7. EOE Statement Washington University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status. Job Title: Scheduling Assistant - Student Support Services - 51245 Job ID: 51245 Location: Medical School Full/Part Time: Full-Time Regular/Temporary: Regular

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