Lead Administrative Specialist

At least 3 years of directly related experience. An equivalent combination of education and experience may be considered.

Preferred Education And Experience

Bachelor's Degree preferred.

Required Skills And Abilities

• Must be able to work with a diverse populations of students, faculty, staff, and other external contacts.
• Must have great attention to detail and sound judgments with the ability to make independent decisions.
• Must have excellent written and verbal communication skills and organizational and interpersonal skills.
• Must be capable of organizing and maintaining large quantities of information.
• Excellent customer services skills with the demonstrated ability to calmly handle various complaints, problems, and questions.
• Ability to multitask, prioritize work, and make independent decisions for non-complex issues.

Essential Duties

Program Operations & Administrative Support

• Support daily administrative operations of the Post-Baccalaureate program.
• Maintain student records, enrollment tracking systems, and program documentation.
• Coordinate scheduling for workshops, meetings, orientations, and student programming.
• Assist with preparation and distribution of program communications, materials, and reports.
• Monitor and organize digital records, forms, and shared departmental resources.
• Support handbook updates and policy documentation in collaboration with the Director of the Post-Baccalaureate Program
• Monitor and maintain the newly established program learning management system (LMS) page, on Canvas, ensuring timely updates to resources, announcements, and course-related materials.

Enrollment & Recruitment Support

• Assist with increased enrollment initiatives and applicant communication workflows to insure maintained program student enrollment.
• Coordinate prospective student outreach and follow-up communication.
• Support admissions-related events, information sessions, and recruitment activities.
• Monitor and support virtual Post-Baccalaureate Admissions sessions, including management of Zoom logistics and breakout rooms.
• Track applicant and enrollment data to support outcomes assessments, reporting, and strategic planning.
• Help maintain organized systems for application materials, onboarding documents, and enrollment status tracking.
• Create yearly incoming class profile including DAT, GPA, etc.

Student Engagement & Support

• Serve as an additional point of contact for current and prospective Post-Baccalaureate students.
• Assist students with program-related questions and administrative processes.
• Coordinate attendance tracking and engagement reporting for student events, workshops, and support programming.
• Monitor attendance for student resource sessions and academic support initiatives throughout the academic year.
• Coordinate collection and distribution of student letters of support and recommendation materials to appropriate contacts at prospective dental schools.

Compliance & Academic Support

• Monitor completion of compliance and onboarding requirements necessary for entry into clinical coursework and related academic activities.
• Assist students with completion and submission of required program and clinical documentation.
• Maintain accurate records related to compliance training, onboarding requirements, and student eligibility tracking.

Data, Reporting & Process Improvement

• Develop and maintain spreadsheets, dashboards, and tracking systems related to enrollment and student participation.
• Maintain and update Post-Baccalaureate student outcome data, including matriculation, academic performance, and program success metrics.
• Generate reports related to attendance, enrollment trends, program outcomes, and operational performance.
• Create statistical summaries and data reports to support program assessment, strategic planning, and accreditation-related initiatives.
• Identify opportunities to improve administrative workflows and student-facing processes.
• Assist with implementation of digital tools and process automation initiatives.

Temple University is committed to a policy of equal opportunity for all in every aspect of its operations, including employment, service, and educational programs. The University has pledged not to discriminate on the basis of age, color, disability, marital status, national origin or ethnic origin, race, religion, sex (including pregnancy), sexual orientation, gender identity, genetic information or veteran status.

Compliance Statement: In the performance of their functions as detailed in the position description employees have an obligation to avoid ethical, legal, financial and other conflicts of interest to ensure that their actions and outside activities do not conflict with their primary employment responsibilities at the institution. Employees are also expected to understand and be in compliance with applicable laws, University and employment policies and regulations, including NCAA regulations for areas and departments which their essential functions cause them to interact.

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