Admissions Office Assistant Jobs (NOW HIRING)

The Assistant Director of Admissions leads day-to-day administrative and operational functions for the Henry M. Goldman School of Dental Medicine (GSDM) Admissions Office. This role directs admissions for the Advanced Standing DMD program, oversees financial operations, manages recruitment efforts, supervises support staff, and produces strategic data analysis to support enrollment goals and yield management. The Assistant Director's decisions and actions directly affect the composition and quality of the entering class and overall enrollment yield for the DMD-Advanced Standing program.

KEY RESPONSIBILITIES:

• Advanced Standing DMD Program Admissions (40%):
  • Manage the complete Advanced Standing DMD admissions cycle: application review, interview coordination, applicant communications, and decision implementation.
  • Develop and refine admissions procedures to ensure consistency, integrity, and alignment with program standards Coordinate and host interview days.
  • Facilitate interviews with faculty and admissions committee members.
  • Compose and deliver official correspondence and communications to applicants and enrolled students.
  • Prepare program reports, surveys, and analyses.
  • Update publications as needed Serve as GSDM liaison to American Dental Education Association (ADEA) Centralized Application for Advanced Placement for International Dentists (CAAPID) Maintain ADEA membership.
  • Represent GSDM's interests on a national level as a CAAPID admissions management portal user Participate in GSDM Admissions Committee and Predoctoral Admissions Committee meetings.

• Enrollment Management & Pre-Matriculation Processing (15%):
  • Guide admitted applicants through the enrollment process using independent judgment within established procedural guidelines.
  • Evaluate and resolve problems regarding submission of documentation, student financial issues, and international student visa eligibility.
  • Manage deposit processing and enrollment records in the Student Information System (MyBU).
  • Process enrollments and determine appropriate withdrawal or deferral status in compliance with institutional policies.
  • Review and approve international student documentation.
  • Coordinate transfer to International Student and Scholar Office (ISSO).
  • Participate in new student orientation and support successful transition into the University.
  • Collaborate with other departments in effecting the successful transition of students into the University.

• Administrative Operations & Supervision (15%):
  • Lead day-to-day operations for GSDM Admissions.
  • Oversee front-desk functions, visitor reception (students, applicants, faculty, administrators), and interview-day and visit-day hosting.
  • Supervise the Admissions Representative and Admissions student worker.
  • Manage telephone, general email, and mail operations Ensure smooth workflow and a welcoming, professional environment.

• Recruitment & Enrollment Communications (10%):
  • Develop and execute strategies to expand and strengthen the applicant pool, attracting candidates with exceptional qualifications and diverse backgrounds.
  • Represent GSDM at professional conferences, recruiting fairs, site visits, and information sessions.
  • Develop and maintain knowledge of program policies and communicate these accurately to prospective students.
  • Conduct informational interviews and prospective student outreach.
  • Develop and implement recruitment strategies for the Advanced Standing program, including communications, marketing, and outreach.
  • Collaborate with Marketing & Communications to build consistent, engaging information sessions and admissions-related campaigns in Slate and related platforms.
  • Develop processes to encourage applications from underrepresented populations.
  • Build and cultivate relationships with prospective students to enhance yield of academically capable and diverse applicants 

• Financial Management & Procurement (10%):
  • Manage vendor relations and procurement through SAP/BUworks Terrier Marketplace Arrange and oversee admissions interview catering, supplies, and equipment maintenance.
  • Coordinate travel arrangements for admissions faculty and staff; ensure timely and accurate travel accounting.
  • Serve as PCard holder for registration fees and other authorized expenses.
  • Maintain financial reconciliation processes; track invoices and expenditures via local database.
  • Ensure spending on supplies and catering remains within approved budget restrictions.
  • Oversee reconciliation of supplemental application fee credit-card payments processed through University Cashier and GSDM systems.
  • Monitor staff compliance with secure payment procedures and training requirements for confidential financial and personal data.

• Data Analysis & Strategic Planning (10%):
  • Develop and monitor statistical reports to enhance recruitment strategies, yield management, forecasting, and operational efficiency.
  • Track admissions applications and enrollment data; provide periodic comparisons to previous cycles.
  • Assemble, organize, analyze, and report data to determine progress toward admissions goals.
  • Contribute to the annual report.
  • Work with the Dean for Admissions, Director, and faculty to determine program needs and keep stakeholders informed throughout the admissions cycle.

MINIMUM QUALIFICATIONS:

• Bachelor's degree or equivalent professional experience.
• 3–5 years of progressive administrative, supervisory, or project-management experience, preferably in higher education admissions.
• Proven financial management and procurement experience.
• Proficiency with Microsoft Office. (Excel, Word, PowerPoint, Outlook)
• Proficiency with data management systems, ideally dental admissions portals such as CAAPID, AADSAS, PASS, WebAdMIT, and Slate.
• Proficiency with local database management (e.g., FileMaker Pro) including maintaining scripts, fields, layouts, relational tables, and reporting functions.
• Proficiency with university applicant and student records management systems.
• Strong analytical skills including data gathering, analysis, assessment, and evidence-based planning.
• Excellent oral and written communication skills; effective public speaker.
• Demonstrated ability to manage multiple priorities, meet deadlines, and work collaboratively High professional integrity and commitment to confidentiality with sensitive student, applicant, immigration, and financial data.
• Ability to work occasional weekends and evenings, as needed.
• Travel for recruiting events and conferences may be required several times per year

PREFERRED QUALIFICATIONS:

• Experience in higher education admissions or student affairs Familiarity with SAP/BUWorks procurement systems.
• Experience with marketing platforms (Slate, EMP) and email campaign development.
• Experience with Slate Technolutions is strongly preferred.
• Experience with OnBase ADEA AFASA/DSAO Section membership or familiarity.
• Experience developing and coordinating in-person and online information sessions.
• Background in communications, marketing, or recruitment strategy.

ESSENTIAL COMPETENCIES & CHARACTERISTICS:

Leadership & Supervision:

• Effective managerial and supervisory skills; ability to foster a culture of collaboration and respectful working relationships.
• Capacity to evaluate employee performance and provide developmental feedback.

Analytical & Problem-Solving Skills:

• Strong ability to gather, analyze, and assess data; identify trends and support evidence-based planning.
• Effective problem-solving within the context of multiple perspectives and stakeholder needs.

Communication & Interpersonal Skills:

• Excellent oral and written communication skills.
• Ability to communicate professionally and persuasively with faculty, deans, administrators, staff, applicants, students, and external organizations.
• Effective public-speaking ability.

Initiative & Resourcefulness:

• Willingness to accept responsibilities with initiative and resourcefulness.
• Ability to work with high autonomy while recognizing circumstances beyond own authority and seeking appropriate guidance.

Integrity & Discretion:

• Demonstrate professional integrity and commitment to confidentialit.
•  Ensure that supervisees and colleagues maintain confidentiality of students, applicants, and sensitive institutional records.

Financial & Budget Acumen:

• Ability to responsibly track and manage financial expenditures.
• Ability to maintain spending within approved budget limits.
• Attention to detail in reconciliation and complianc.

Adaptability & Organization:

•  Ability to adapt to changing circumstances, manage competing priorities, and successfully meet deadlines.
• Strong organizational and time-management skills.

Relationship Building:

• Ability to work effectively with diverse stakeholders (faculty, administrators, applicants, students, professional organizations).
• Capacity to develop and maintain professional relationships and networks.

PHYSICAL REQUIREMENTS:

• Ability to sit, stand, and walk for extended periods Ability to see, hear, and communicate clearly.
• Ability to perform routine office tasks and use standard office equipment.
• Reasonable accommodations will be made for qualified candidates with disabilities.

WORK ENVIRONMENT:

• This position operates in a fast-paced, dynamic academic environment with frequent interaction with students, applicants, faculty, and administrators.
• The role requires flexibility and responsiveness to changing admissions cycles and university priorities. 
• Travel for recruiting events and conferences may be required several times per year.

ABOUT BOSTON UNIVERSITY:

Boston University is a leading research institution committed to academic excellence, innovation, and diversity. The Henry M. Goldman School of Dental Medicine is a nationally recognized dental school dedicated to educating compassionate, skilled dentists and advancing oral health through research, community engagement, and a commitment to diversity and inclusion.