Program Specialist

• 907 Floyd Avenue, MCV Main Campus, Virginia, United States, 23284

• General Administration

• Staff

• School Of Medicine MBU

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Unit: School Of Medicine MBU

Department: School of Medicine

Department Summary: Virginia Commonwealth University (VCU) School of Medicine is a premier academic medical center located in the heart of Richmond. Accounting for almost half of VCU's sponsored research, the School of Medicine is internationally recognized for patient care and education. Virginia Commonwealth University is an equal opportunity employer.

Duties & Responsibilities:

The chief objective of this position is to provide administrative and operational support to the School of Medicine Office of Admissions, Student Outreach and Engagement. The Program Specialist will serve as the first point of contact for visitors, students, staff and faculty in the Office of Admissions, so it is essential that this individual has superior customer service skills and possesses the ability to create and foster a welcoming atmosphere. In addition, the Program specialist will assist with the implementation of related agency programs, policies and procedures. The Program specialist will be designated essential personnel. Must be able to communicate well with physicians, faculty, institutional administrators, state officials, students and the public regarding the medical school admissions process.

Core Responsibilities:

Admissions Selection Process and Applicant Experience

• Serve as a key administrative partner in the implementation and coordination of the medical school admissions process, ensuring an efficient, accurate, and exceptional applicant experience.
• Manage a high volume of applicant inquiries and correspondence with professionalism and independence, applying judgment to resolve complex questions and escalating issues as appropriate.
• Maintain accuracy and integrity of applicant records in admissions systems, proactively identifying inconsistencies and escalating questions and concerns.
• Coordinate applicant communications throughout the admissions cycle, including invitations, interview logistics, and decision notifications.
• Provide administrative and logistical support for interview days and Admissions Committee meetings, including technology coordination, agenda preparation, and troubleshooting.
• Contribute to ongoing process improvement by identifying opportunities to streamline workflows and enhance applicant engagement.

• Support the planning and implementation of recruitment, and outreach initiatives led by the Office of Admissions, Student Outreach and Engagement.
• Coordinate event logistics, communications, and participant tracking to ensure high-quality execution and alignment with institutional priorities.
• Respond to inquiries from prospective students, pre-health advisors, and partner organizations regarding outreach programs and opportunities.
• Assist in maintaining up-to-date content for communications, presentations, and digital materials that promote the School of Medicine and its mission.
• Collect and organize data and feedback from outreach events to inform continuous program improvement.

• Provide comprehensive administrative support for the Office of Admissions and Student Outreach, including scheduling, document preparation, and communication management.
• Serve as a welcoming and knowledgeable first point of contact for office visitors, ensuring a professional and positive environment.
• Manage mail, email, and phone communications, ensuring timely response and appropriate triage of inquiries.
• Maintain and update office databases, forms, and records; assist with the preparation of reports and documentation related to accreditation and compliance.
• Coordinate travel, reimbursements, and logistics for select recruitment and outreach activities in accordance with institutional policies.
• Support the operational continuity of the Office by collaborating with colleagues on shared priorities and projects as assigned.
• Perform other duties as assigned.

Qualifications:

Minimum Qualifications

• Demonstrated ability to communicate with professionalism, courtesy, and cultural awareness to foster a welcoming and inclusive environment for all visitors and applicants.
• Strong interpersonal and collaboration skills, with the ability to work effectively with faculty, students, staff, and external stakeholders.
• Proven ability to manage multiple priorities and meet deadlines in a dynamic, high-volume office environment.
• Exceptional attention to detail, accuracy, and follow-through in managing confidential and time-sensitive information.
• Demonstrated proficiency in administrative operations, including document preparation, correspondence, scheduling, and record management.
• Strong computer literacy, including Microsoft Office applications (Word, Excel, Outlook, PowerPoint) and comfort learning new technologies and data systems.
• Excellent written and verbal communication skills, with the ability to draft clear, professional correspondence.
• Education/Experience: Bachelor's degree and/or a minimum of 1–3 years of progressively responsible administrative or program coordination experience, or an equivalent combination of education, training, and experience.
• Demonstrated ability to work in and foster an environment of respect, professionalism and civility with a population of faculty, staff, and students from various backgrounds and experiences, or a commitment to do so as a staff member at VCU.

Preferred Qualifications

• Advanced proficiency with Microsoft Office Suite, Zoom, and database or admissions management systems (e.g., AMP, Slate, or similar platforms).
• Experience providing administrative or programmatic support in a higher-education or academic medical center environment.
• Demonstrated ability to anticipate needs, exercise sound judgment, and work independently with minimal supervision.
• Experience managing event logistics, communications, or outreach initiatives.

Position will remain open until filled.

VCU is committed to hiring veterans VCU will include a veteran's period(s) of military service in the calculation of their annual leave accrual rate. This may provide veterans with an increased leave accrual

Salary Range: $45,000 - $50,000

Benefits: All full-time university staff are eligible for VCU's robust benefits package that includes comprehensive health benefits, paid annual and holiday leave granted up front, generous tuition benefits, retirement planning and savings options, tax-deferred annuity and cash match programs, employee discounts, well-being resources, abundant opportunities for career development and advancement, and more.

FLSA Exemption Status: Non-Exempt

Restricted Position: No

ORP Eligible: No

Flexible Work Arrangement: Other

University Job Title: 1921B - Program Specialist GA Base