Admissions and Records Coordinator

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Admissions and Records Coordinator

University of Global Health Equity (UGHE)  Kigali, Rwanda  Butaro, Rwanda


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Description

The Admissions and Records Coordinator is an integral and valued member of the small team that is building robust systems to support equitable educational excellence at UGHE. S/he will execute recruitment, admissions, scholarship, and records management processes for all of UGHE’s educational programs. S/he will implement processes for admissions, including application management, exam administration, and interview coordination. The Coordinator will work with the Admissions Team to process student applications for admission, screen candidates based on guidelines set by academic departments, and calculate scholarship and process awards. S/he will also support student recruitment by scheduling and coordinating events and dispersing marketing materials. Finally, the Coordinator will be responsible day-to-day maintenance of student records, registration, and enrollment.

Responsibilities

Admissions and Scholarships

  • Coordinate admissions and recruitment committee meetings, including scheduling, taking meeting minutes, following up with committee members, and other administrative tasks
  • With the support of the Communications team, develop, review, print, and distribute recruitment-related print and digital marketing materials
  • Build online and paper applications under the guidance of academic departments
  • Serve as the main point of contact in communications with applicants, including emails, phone calls, and in-person meetings
  • Process prospective student applications, enter and process applicant data, and manage scoring of applications
  • Support the academic departments in the review and evaluation of applications
  • Coordinate the delivery of admissions exams, including scheduling, printing, and exam proctoring
  • Coordinate applicant interviews and enter data from applicant interviews
  • Generate and send out admissions offer letters
  • Calculate scholarship awards for admitted students with support of the Finance team
  • Develop a scholarship acceptance package and communicate scholarship awards to admitted students

Records and Enrollment

  • Verify authenticity of applicant supplemental documents, including national exam scores, transcripts, and diplomas
  • Register and enroll students into University systems (including email and records-keeping systems)
  • Maintain admissions and enrollment data, enter data (for example, grades) and prepare reports
  • Process student record requests, including transcripts and diplomas

Planning and Event Management

  • Schedule and coordinate recruitment events and school visits by corresponding with administrators and the academic teams, planning travel logistics, procuring materials for visits, and traveling within Rwanda or abroad to attend events
  • Support the Student Services Coordinator in coordinating logistics for admitted student events
  • Assist with the planning and execution of commencement and other large UGHE events
  • Perform other administrative and related tasks as assigned by the Manager of Student Services

Qualifications

  • At least two years of work experience in admissions, record keeping, and/or project management, preferably in East Africa in a higher education setting
  • Experience in a higher education setting preferred
  • Experience with student scholarship and financial aid calculation processes preferred
  • Ability to manage, organize, and develop plans and generate reports to support decision-making
  • Experience in event planning, or proven skills to organize and execute logistics
  • Exemplary interpersonal skills; ability to humbly and effectively collaborate with culturally diverse faculty, staff, and students
  • Excellent judgment, discretion with confidential information, exemplary attention to detail, and excellent organizational skills
  • Proficient computer skills in Microsoft Office Suite programs and Google Suite products
  • Fluency in written and spoken English and Kinyarwanda; Fluency in French preferred
  • Bachelor’s degree in an education, business, or administration-related field; Master’s degree preferred