Administrative Associate 3-COM Admissions

UT Health Sciences; Memphis (TN); On-site; USD 22,000 - 32,000; Full time

Job summary

UT Health Sciences in Memphis is seeking an Administrative Associate 3 to support the Office of Admissions. You will coordinate admissions processes, manage applicant communications, event logistics, and financial transactions, and serve as a primary contact for applicants, students, and campus partners.

The role requires strong organizational skills, excellent written and verbal communication, confidentiality, and proficiency with Word, Excel, Outlook, and Teams.

Qualifications

• High school diploma or GED required; bachelor’s preferred.
• Four years of office experience, preferably in higher education.

Responsibilities

• Assist in monitoring office expenditures and prepare financial documentation.
• Coordinate hiring and onboarding for temporary staff and student workers.
• Manage admissions application processing, document tracking, and communications.
• Respond to inquiries from applicants and students regarding policies and deadlines.
• Coordinate recruitment travel and outreach logistics; maintain social media activities.
• Serve as primary contact for the Office of Admissions via phone, email, and in person.

Skills

Communication

Organization

Customer service

Confidentiality

Teamwork

Attention to detail

System navigation

Education

High School Diploma or GED

Bachelor's preferred

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft Teams

Job description

Job Description

Market Range: 06

Hiring Salary: $19.67/Hourly

JOB SUMMARY/ESSENTIAL JOB FUNCTIONS: Under the direction of the Executive Administrative Assistant, the Administrative Associate 3 serves as a key member of the College of Medicine Office of Admissions and provides direct operational support to the Assistant Dean. This position is responsible for coordinating admissions processes, applicant communications, event logistics, financial transactions, and student-facing services that support the recruitment, selection, and matriculation of medical students. This position serves as a primary point of contact for prospective applicants, current students, faculty, and campus partners while contributing to the daily operations of a fast-paced admissions office.

Responsibilities

• Assists in the monitoring of the Office of Admissions expenditures; prepares financial documentation, reports, and reconciliations, and resolves any discrepancies.
• Serves as the department procurement contact, managing purchasing activities, receiving, inventory, and vendor relationships.
• Coordinates hiring and onboarding processes for temporary employees and student workers, including scheduling and timesheet preparation.
• Coordinates admissions application processing, document tracking, and applicant communications throughout the admissions cycle.
• Assists with admissions eligibility review, deadline extension requests, and admissions-related record management.
• Monitors and responds to inquiries from prospective applicants and current students regarding admissions policies, procedures, and deadlines.
• Coordinates recruitment travel arrangements, materials, and logistics for admissions outreach activities.
• Coordinates Admissions social media activities, content, and communications.
• Serves as a primary point of contact for the Office of Admissions by responding to phone, email, and in-person inquiries.
• Performs other duties as assigned.

Qualifications

MINIMUM REQUIREMENTS: EDUCATION: High School Diploma or GED. (Bachelor’s preferred) (TRANSCRIPT REQUIRED) EXPERIENCE: Four (4) years of office experience, preferably in higher education; OR Associate’s Degree and two (2) years of office experience, preferably in higher education; OR a combination of education and experience to equal four (4) years.

Knowledge, Skills, And Abilities

• Ability to work effectively with prospective and current students, faculty, and the public.
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.
• Demonstrated ability to maintain confidentiality and exercise sound judgment.
• Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and Teams.
• Strong customer service and interpersonal skills.
• Ability to work independently and collaboratively with students, faculty, staff, and external constituents.
• Attention to detail and commitment to accuracy.
• Ability to learn and utilize university systems and databases.

WORK SCHEDULE: This position may occasionally be required to work weekends and evenings.