Student Services & Admissions Administrative Coordinator

The Student Services & Admissions Administrative Coordinator provides comprehensive administrative support across Student Services, Admissions, and Student Affairs. This role plays a critical part in maintaining student records, supporting admissions processing, coordinating events, and serving as a first point of contact for students, faculty, and staff. The ideal candidate is highly organized, detail-oriented, and comfortable managing multiple systems and deadlines in a fast-paced academic environment.

Key Responsibilities

Student Services

* Perform People Soft data entry, including posting undergraduate transfer and test credits; graduate block transfer credits (PhD, DMSc, OT, CSD); updating expected graduation terms; managing student plans/subplans; and adding or removing advisors.

* Track graduation responses and manage accessibility-related inquiries.

* Prepare and process diplomas (approximately 500 annually), including printing materials for student and faculty lineups and signage.

* Print and mail enrollment verifications, certificates, and related documentation.

* Provide general administrative support and complete other duties as assigned.

Admissions Support

* Download and enter International English Language Testing system and Duolingo scores into People Soft.

* Download transcripts and upload documents to GradCAS (Graduate Enrollment management Centralized Application Service).

* Process WES (World Education Services) / ECE (Educational Credential Evaluators) evaluations and upload them to GradCAS (Graduate Enrollment management Centralized Application Service).

* Scan and upload mailed transcripts and admissions documents.

* Retrieve undergraduate University of Pittsburgh transcripts.

* Audit CASPA (Centralized Application Services for Physician Assistants) and CASPA (Centralized Application Services for Physician Assistants) Hybrid admit letters, application materials, and final transcripts in Perceptive Content.

* Collect and manage admissions documentation for matriculated graduate students.

* Assist with advisor entry for newly matriculated students (CASPA, CASPA Hybrid, DMSc (Doctor of Medical Science)).

* Provide overflow support for Clinical Mental Health Counseling applications.

* Upload admissions documents to Perceptive Content for upcoming terms.

* Complete additional admissions-related tasks as needed.

Student Affairs & General Administration

* Staff the Student Affairs reception desk two days per week (Mondays and Fridays).

* Schedule internal meetings and coordinate events for the Student Affairs team.

* Maintain and update the SHRS Student Resource Hub.

* Manage standard operating procedure documentation.

* Coordinate student and staff events, including communications, meetings, timelines, and Qualtrics surveys.

* Provide general administrative support as assigned.

A bachelor's degree is required with one year of administrative experience.

Strong organizational and time management skills with the ability to prioritize tasks and meet deadlines. Demonstrated attention to detail to ensure accuracy in data entry and document preparation. Clear, professional verbal and written communication skills for interacting with students, faculty, and staff. Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.

Experience with information systems, databases, records management, with People Soft experience strongly preferred. Ability to coordinate schedules, meetings, and events effectively. Strong interpersonal, problem-solving, and customer service skills with a friendly, solution-oriented approach. Adaptable to changing priorities and unexpected challenges. Proven discretion and professionalism in handling sensitive and confidential information.