Director of Admissions and Student Events - Stony Brook Medicine : Job Details

Required Qualifications (as evidenced by an attached resume):Bachelor's degree (foreign equivalent or higher) from a college or university program accredited by an agency recognized by the Council for Higher Education Accreditation (CHEA). Four (4) years of full-time experience working in admissions in higher education. Experience in planning and coordinating large events. Proficient in Microsoft Office Suite.Preferred Qualifications: Master's degree (foreign equivalent or higher) in Higher Education Management, Education, Educational Administration/Student Services, Business Administration, Healthcare, or related field from a college or university program accredited by an agency recognized by the Council for Higher Education Accreditation (CHEA). Two (2) or more years experience in dental or medical education admissions. Three (3) or more years experience managing large-scale student events (e.g. orientation, graduation). One or more years experience using or implementing admissions systems (e.g.. Slate, Web Admit). Supervisory experience.Brief Description of Duties: Under the direction and guidance of the Associate Dean for Education, the Director of Admissions and Student Events will be responsible for developing and implementing strategic plans to attract, recruit, and admit a diverse and highly qualified student body based on the objectives established by the School of Dental Medicine (SDM) senior leadership. The Director will establish and implement policies and procedures as required to ensure fulfillment of accreditation standards of the Commission on Dental Accreditation, related to admissions, and to ensure that admissions processes align with national best practices. Additionally, the Director will plan, coordinate, and execute student events to enhance student engagement and community building. The Director will provide leadership, optimize operational efficiency, assist in decision making, and oversee all admissions and student events activities, working closely with faculty, staff, students, and administration to ensure alignment with the SDM's mission and goals. The ideal applicant will have proven leadership and management skills. Duties:

• Admissions:
  • Oversee administrative matters and operations related to dental student admissions. Supervise staff and students involved in admissions activities.
  • Develop, implement, and evaluate policies and procedures related to admissions; supervise day-to-day activities to ensure that admissions operations are managed efficiently and effectively and meet procedural guidelines and time restraints.
  • Develop, organize, and lead recruitment efforts and events. Update recruitment materials for dental student admissions, both print and internet-based. Travel to local and national meetings related to admissions and student services. Represent the SDM at ADEA AFASA national meetings, diversity workshops and recruitment fairs. Conduct in-person and online information sessions. Meet with and advise prospective dental students.
  • Confirm that all requested and required applicant information is collected and entered into appropriate databases. Screen and analyze applicant materials. Organize, schedule, and conduct calibration sessions and instruction on the use of the admissions portal for interviewers.
  • Oversee the coordination of interview activities; preparation of interview day applicant packets; monitor, notify, and schedule applicants for interviews; secure interviewers and locations; select and schedule student representatives; manage admissions budget, order catering and giveaways, submit invoices for payment to the vendor and follow up on payment status. Meet with interviewers and conduct information sessions.
  • Maintain correspondence and guide applicants through the application process; notify applicants of application receipt and needed documents. Ensure that applicants receive all necessary correspondence throughout the admissions process, including but not limited to email invitations, interview letters and state residency forms, thank you letters, offer letters, wait-pool correspondence, and rejection notifications. Respond to all inquiries professionally and in a timely manner. Refer applicants to appropriate informational resources.
  • Chair the SDM Admissions Committee; make recommendations to the committee regarding application formats and application processes. Oversee Committee activities: scheduling of meetings; preparation of applications and evaluation reports for Committee review of applicants. Record committee evaluation decisions; prepare, edit, and distribute Admissions Committee meeting minutes.
  • In consultation with the Associate Dean for Education, make offers to applicants following the established policies and procedures ensuring the intended class dynamic and missions of the University and School of Dental Medicine are met.
  • Collaborate with University and SDM Student Services offices in obtaining student identification numbers and verification of state residency. Supervise and manage all necessary documents for incoming students. Coordinate with the SDM Credentialing Compliance Manager to ensure that all required documentation (e.g. BLS training, health assessment) is communicated and submitted to the appropriate contracted organization, University or SDM area in a timely manner.
  • Manage the admissions and interview process for pipeline programs including the Scholars for Dental Medicine, Discover Dental School Summer Program, Pre-College Pipeline Program, and post baccalaureate program; and act as liaison with pipeline program units (e.g. Honors College, EOP, etc.).
  • Provide data collection and analysis for evaluation of admissions policies and procedures (e.g. recruitment effectiveness, demographic statistics, attrition data, student performance analyses, etc.). Prepare correspondence and reports on the status of applicants and enrollment for the Associate Dean for Education. Complete annual admissions surveys requested by institutions, associations, or organizations (e.g. ADEA, ADA, CODA).
• Student Events:
  • Plan, coordinate, and execute student events including but not limited to Convocation ceremony and reception; White Coat Ceremony, Open House programs, D1 Orientation, Welcome BBQ, Senior Celebration, and other events as assigned.
  • Manage event budgets and coordinate with the SDM Office of Finance and Administration to ensure optimal use of resources. Develop and maintain relationships with vendors, speakers, and other event-related partners. Evaluate the effectiveness of student events and make recommendations for improvements.
  • Collaborate in obtaining sponsorship for student-related events. Administer the submission of invoices for payment to vendors and follow up on payment status. Manage budget related to student events.
• Collaborate with the Associate Dean for Education on special projects including the preparation of grant proposals and manuscripts.
• Other duties or projects as assigned as appropriate to rank and departmental mission.

Special Notes:This is a full-time appointment. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.In addition to the employee's base salary, this position is eligible for $3,400 UUP annual location pay, paid biweekly.Essential Position: This has been designated as an essential position based on the duties of the job and the functions performed. Positions that are designated as such may be required to report to work/remain at work even if classes are canceled, and the campus is working on limited operations in an emergency.Evening and weekend work may be required at times.For this position, we are unable to sponsor candidates for work visas.Resume/CV and cover letter should be included with the online application.Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at (631) ###-#### or visit OEA.In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here.Visit our WHY WORK HERE page to learn about the total rewards we offer.