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Admissions and Simulation Specialist

University of the Pacific
California, United States
Salary Not specified
Date posted
May 20, 2024

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Job Details

Admissions and Simulation Specialist

Primary Purpose:
The Admissions and Simulation Specialist position supports the functions of the Physician Assistant Program by supporting the overall operations of the Standardized Patient Program and Admissions Team. While this position focuses primarily on the functions of the SP Program and Admissions operations, general administrative support for the Program will be expected.

Essential Functions:
  • Admissions Process Coordination
    • Advise, communicate with, and provide information to prospective and current applicants regarding admissions requirements, application status, general school information, and questions relating to strengthening applicant preparation, conduct Program and campus tours for prospective applicants.
    • Responsible for managing admissions-related correspondence (main program email/phone) with prospective applicants, students, and other external parties, responding timely to all inquiries.
    • Perform day-to-day operations of the admissions team including application processing, management of recruitment data, and reporting.
    • Coordinate logistics for recruitment events and other special events, both on and off campus.
    • Coordinate admissions interview arrangements for applicants, faculty/staff and alumni interviewers, admissions committee members, and staff to include interview scheduling, room and catering reservations, student volunteers, preparation/assembly of information packets, name badges, etc.
    • Identify opportunities to personalize and enhance the current communication track for prospective students, applicants, and admitted students.
    • Assist with the development of a strategic plan to engage alumni in the admissions process.
    • Coordinate, facilitate, and monitor pre-matriculation clearance, corresponding with pre-matriculants, and applicable stakeholders to ensure compliance.

  • General Administrative Support
    • Perform administrative duties for the Director, Senior Program Manager, and the Program using working knowledge of the unit’s policies, procedures, and practices.
    • Manage social media presence for the department including external program pages and closed cohort/alumni pages.
    • Manage Program scholarship processes.
    • Assists with data collection and reporting for accreditation compliance.
    • Assist with examination supervision as required.
  • Support event coordination and planning efforts.
  • Take meeting minutes for review and/or distribution; specifically for the Admissions and Student Progress (SPC) committees. Assists other committees as needed.
  • Provide backup support for front desk support as needed.
  • Perform other related duties as assigned.

Standardized Patient Program
  • Provide administrative support to the Program in a variety of functions that may include, but are not limited to:
    • Assist with recruiting/hiring/training of Standardized Patients.
    • Serve as primary contact for the Standardized Patient Program, maintaining contact, managing requests for information, answering phones, and determining the priority of calls and messages, and mail.
    • Establish and maintain SP tracking, and work with Senior Program Manager to monitor SP budget.
    • Create or develop correspondence and communications.
  • Generates OSCE schedule.
  • Assists SHS simulation representative with EMS system utilization.
  • Coordinate logistics for OSCEs and other activities utilizing SPs which may include catering service, technical support, meeting invitations, and scheduling of faculty, staff, and SPs.
  • Work closely with faculty and staff to ensure all SP encounters run smoothly and efficiently. Ensure the continuous flow of communication as significant coordination is required.
  • Perform other related duties as assigned.
University of the Pacific recognizes that diversity, equity, and inclusion is foundational to the success of our valued students and employees. We prioritize policy and decision-making that demonstrates awareness of, and responsiveness to, the ways socio-cultural forces related to race, gender, ability, sexuality, socio-economic status, etc. impede or propel students, faculty, and staff.

Minimum Qualifications:
  • Bachelor’s Degree (Two (2) years of full time experience in the same/similar position is equal to one (1) year of completed post high school education coursework).
  • Two (2) years of related experience providing administrative support.

Preferred Qualifications:
  • Two (2) years of related experience in higher education.
  • Positive attitude and strong service orientation.
  • Excellent communication and interpersonal skills are crucial, as this position interacts regularly with both the campus community and the public.
  • Demonstrated ability to establish and maintain effective working relationships with staff, departments, and others.
  • Strong organizational skills and the ability to work under pressure with frequent interruptions.
  • Must assume responsibility and work effectively with minimum supervision.
  • Ability to coordinate a variety of activities, correctly interpret directions, and work well under tight deadlines is crucial.
  • Demonstrated ability to work successfully with diverse populations and demonstrated commitment to promote and enhance diversity and inclusion.
  • Excellent phone and customer service skills, office organization, event/meeting scheduling, and records management skills.
  • Intermediate to advanced skills in MS Office suite, experience using databases, and advanced experience in internet navigation and research.
  • Ability to adapt to emerging technology.
  • Solid English composition skills are necessary, as well as the ability to create, compose, and edit letters and other materials.
  • Must have the capacity to exercise diplomacy and deal effectively with people in a variety of circumstances in a calm, precise way.
  • Must maintain strict confidentiality.
  • Experience and sensitivity in working with people of diverse backgrounds and cultures.
  • Demonstrated experience in advancing social justice, equity, and inclusion in a university setting.
  • Ability to engage and integrate culturally responsive practices and knowledge in their work.

Physical Requirements:
The physical demands described here are representative but not definitive of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is primarily performed in a standard office environment with the use of a computer and phone. Requires extended periods of sitting and repetitive hand/wrist motion while using computer keyboard and phone. Occasional standing, walking, climbing stairs, bending, stooping and reaching. Occasional lifting up to twenty-five (25) pounds.
Work Environment/Work Week/Travel:Work is typically performed during standard business hours. May require occasional evening and weekend hours to complete tasks. Occasional travel may be required.

Valid driver’s license required. Incumbent must also be able to meet the University’s fleet rules and be eligible to drive for University business. The University and its insurance carrier reserves the right to exclude applicants based on their driving record.

Hiring Range: $23.00 - $26.96 per hour. We consider factors such as, but not limited to, scope and responsibilities of the position, candidate’s qualifications, internal equity, as well as market and organizational considerations when extending an offer.

Background Check Statement:
All applicants who receive a conditional offer of employment are required to execute a release and authorization for a background screening.

To apply, visit

University of the Pacific is an affirmative action and equal opportunity employer dedicated to workforce diversity. In compliance with applicable law and its own policy, Pacific is committed to recruiting and retaining a diverse faculty and staff and does not discriminate in its hiring of faculty and staff, or in the provision of its employment benefits to its faculty and staff on the basis of race, color, religion, national origin, ancestry, age, genetic information, sex/gender, marital status, military and veteran status, sexual orientation, medical condition, pregnancy, gender identity, gender expression, or mental or physical disability.



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