Operations & Admissions Coordinator

Purpose of the Position:

The Operations & Admissions Coordinator assists in the overall operations throughout the UMA Clearwater Campus and supports the Admissions department, as needed.  The Operations & Admissions Coordinator supports welcoming students and visitors to the campus.  The Coordinator, Operations and Admissions supports the documentation, data entry, maintenance of student records, provides support with student communications, and other areas of campus support as needed.

The Part-Time Operations & Admissions Coordinator reports to the Director, Operations CLW.

UMA is a nonprofit healthcare educational institution with a national presence. Headquartered in Tampa, Florida and founded in 1994, UMA offers content-rich, interactive online programs as well as hands-on training at our Clearwater, Florida campus. 

• Anticipated starting rate of $15.00/hr; pay rate negotiable based on experience and qualifications
• Medical (including prescription), Dental, Vision (UMA subsidized)
• FSA/HSA (Depending on Medical Plan chosen)
• $50,000 Life Insurance (UMA paid)
• Additional Voluntary Life Insurance (Team Member paid)
• Employee Assistance Program – EAP (UMA paid)
• Long Term Disability (UMA paid)
• Short Term Disability (Team Member paid)
• Supplemental Insurance such as Critical Illness, Accident, and Hospital (Team Member Paid)
• Paid Time Off – 15 days accrued in year 1, 9 holidays, and 1 day of Volunteering Time Off
• 401k (eligible upon completion of 90 days of employment and must be at least 21 years of age)
• Pet Insurance
• Identity Theft Protection
  

Key Responsibilities:

Functional:

Operations

• Greets campus guests and students with a friendly and welcoming demeanor.
• Answers and routes incoming calls to the appropriate departments.
• Inputs data into CampusNexus, including potential student information, community event inquiries, etc.
• Opens, sorts, and distributes incoming correspondence (mail, faxes, email) and prepares responses to correspondence containing routine inquiries.
• Assists with administrative tasks; including but not limited to making photocopies, arranging food delivery or catering, room reservations and other requested items.
• Manages campus scrub, books and office supplies inventory for the CLW campus.
• Performs other duties, tasks and projects as assigned. Assists the Admissions department with completing all required paperwork as needed. (e.g., enrollment agreement paperwork, tours, transfer requests, etc.)
• Records enrollment data by entering it into the UMA system an accurate, timely, and compliant manner.
• Maintains relationships with external vendors and coordinates service calls as needed.
• Manages student badge process, campus access and student photos in a secure and compliant fashion.
• Manages and submits monthly campus expense reports for leadership team.

Admissions

• Coordinates with Admissions team on new student enrollment preparation including but not limited to orientation, parking passes, student badges, scrubs and books.
• Assists in level 1 background screenings for newly enrolled students.
• Scans student records to be electronically linked into CampusNexus and audits documents via ImageNow to ensure documents are complete and are compliant with all academic and federal regulations.
• Participates in on and off-campus community events, including evening and weekend events, to generate interest from prospective students for UMA.
• Coordinates and conducts Campus Orientation with enrolled students on or prior to the start of their first day.
• Oversees lead distribution and rotation for admissions team and generates daily lead circulation of prospective students. 

Teamwork:

• Acts as a mentor and resource for other Admissions team members by providing guidance, leadership, and development as needed and as directed by the Director of Operations.
• Teams with other Admissions team members to maintain focus on overall enrollment goals.

Compliance:

• Demonstrates knowledge of, and carefully follows all applicable federal and state compliance requirements and regulations including those prescribed by the Department of Education, accrediting agencies, CIE, and internal UMA policies and procedures.
• Effectively communicates compliance requirements to students and other staff as appropriate and quickly escalates any compliance concerns to the Compliance department.
• Follows admissions criteria for all prospective students in accordance with all school policies and procedures, all applicable federal and state regulations, and all accrediting agency standards and requirements.
• Follows all training and guidance as provided as directed by the Director of Operations.
• Handles confidential student records due to high level of exposure to student personal data.

Work Experience, Skills & Abilities:

Minimum Requirements:

• High School diploma /or equivalent experience
• Minimum 1 years’ experience in a customer service role
• Highly motivated and able to motivate others.
• A positive approach to all subject matters and a willingness-to-learn attitude required.
• Professional attire and proper dress sense etiquette required.
• Excellent organizational and interpersonal skills.
• Ability to effectively interact with team members at all levels of the organization
• Ability to forge positive relationships with other departments and stakeholders.
• Disciplined, able to pay close attention to detail.
• May be required to work overtime on certain occasions.
• Ability to work well and professionally with others individually and within work teams.
• Ability to manage multiple initiatives concurrently.
• Able to professionally communicate in verbal and written English
• Proficient in MS Office (Word, Excel, PowerPoint) and other business tools such as Skype and Microsoft Teams
• Able to support a diverse and inclusive work environment.

Preferred Requirements:

• 1year experience in a front desk or receptionist role in education industry
• Experience with prospective lead management tools

Working Environment:

• Office Environment– Must be able to work in the UMA Office
• Flexibility to work evenings and weekends as needed.
• This is a Part-Time on-site position

Physical Demands:

• Requires long periods of sitting at a desk working on a computer
• Requires occasional bending, stooping and squatting
• Requires occasional lifting of up to 10 lbs.

OUR VALUES

Our institutional values are shaped and validated by our team members. They describe how we strive to operate and are the standards of behavior we look to embody. 

ACT WITH INTEGRITY.

We operate honestly and ethically in a compliant fashion. We are fair and trustworthy in our interactions with all we serve. Our team members, at all levels, lead by example and strive to do the right thing for our students and for each other. We are disciplined professionals who strive to be straightforward and dependable.

CHAMPION STUDENT OUTCOMES.
We live by a strong commitment to our students and are passionate about preparing them for meaningful careers. We are deeply dedicated to ensuring students’ educational and career success. We excel at building our students’ confidence and empowering them to reach their full potential.

COMMIT TO TEAM MEMBER SUCCESS.
We are committed to our team members’ success. We strive to create an environment that attracts and retains the best talent while offering continuous learning, professional development, and career growth opportunities. We recognize and reward our team members for their contributions to the organization and to our students.

PURSUE RESULTS WITH PURPOSE.
We pursue results with a sense of purpose reflective of our student-centered mission. We take responsibility for supporting ambitious student outcomes and hold each other accountable to this end. We think strategically and critically, greet new ideas and challenges openly, and look for innovative solutions to challenges.

HAVE FUN. BUILD ENERGY.
Enjoying what we do is central to achieving our goals. Building energy, having fun, being optimistic, and creating a positive working environment are all critical to our success and that of our students. We strive to be inspired and to inspire others. We consistently show appreciation and celebrate our successes, both large and small.

WORK AS ONE.
We believe that diverse, inclusive teams produce breakthrough results.  We strive to build and maintain positive relationships with team members from all types of backgrounds by showing respect and humility when interacting with each other and resolving conflicts in a constructive manner.  By working together, we win together, ensuring that the goals of the institution are the focal point of our efforts.

Acknowledgement

This job description is intended to be an accurate reflection of the position as of the last revised date noted in the header.  It may not include every job responsibility.  Job duties may fluctuate based on organizational needs.  UMA reserves the right to revise the job or require that additional or different tasks be performed.

 I have read and understand all the responsibilities and accountabilities in my job description.  This job description is a tool used by me and management to help assess, evaluate and provide guidelines and expectations for the position named herein.  I understand that it is not a contract and it does not constitute any guarantee of future employment. 

UMA will NEVER ask you to send money or ask you to provide bank account information in order for you to get reimbursed for tools to work. If you have been contacted by someone claiming to be from UMA about a job posting, you can always verify the position at https://careers-ultimatemedical.icims.com/