Rowan-Virtua SOM University Job Description (Physician Assistant Program)

TITLE: Associate Director of Admissions, PA Program

DEPARTMENT: PA Program

FACILITY: School of Osteopathic Medicine

REPORTS TO: Assistant Dean of Admissions

SUPERVISES: Applicable Staff

POSITION SUMMARY:
The PA Program Associate Director of Admissions develops, implements, and manages all aspects of the Physician Assistant (PA) Program admissions and recruitment processes. The PA Program Associate Director of Admissions, reporting directly with the Assistant Dean of Admissions and in close collaboration with and a dotted line to the PA Program Director, develops, implements, and manages all aspects of the Physician Assistant (PA) Program admissions and recruitment processes. This position is responsible for ensuring that the admissions process reflects the mission, values, and goals of the PA Program and aligns with institutional, state, and ARC-PA standards. The Director of Admissions oversees the admissions cycle from CASPA (webAdmit) submission through matriculation, including application review coordination, AMP (Zap Solutions) data management, communication flow, interview day logistics, and committee support.

The Associate Director of Admissions will identify strong recruitment territories, coordinate participation in fairs, open houses, accepted student days, and additional outreach events, and develop targeted recruitment initiatives that promote mission-related candidate pools. The position will collaborate with Rowan-Virtua School of Osteopathic Medicine marketing staff, information resources & technology staff, and admissions personnel, Rowan University Pre-PA Pathway programs, and additional external vendors to design and implement effective outreach and communication strategies. The Associate Director of Admissions ensures all recruitment, screening, and selection processes are transparent, equitable, and consistent with the program’s holistic review model.

This position is critical to the continued development of the new Physician Assistant Program. The Associate Director of Admissions will collaborate with the PA Program Director, PA faculty, the Program Assistant, the School of Osteopathic Medicine Admissions team, and the PA Admissions Committee to ensure a compliant, data-driven, and mission-focused admissions process. The position will split time between the Rowan-Virtua School of Osteopathic Medicine Sewell campus (primary location) and Stratford campus (secondary location). The Director will also provide leadership and oversight for the applicable staff, including hiring, training, mentoring, and performance management to ensure operational excellence and alignment with institutional goals.

General Duties & Responsibilities

• Coordinate and manage the entire PA Program admissions process through CASPA and AMP, including data imports, pre-screening, secondary applications, and communication templates.
• Coordinate and oversee all aspects of the annual admissions cycle, including review of applications, scheduling and facilitation of interviews, and maintenance of accurate applicant records and communications.
• Manage the wait-list and continuing candidate process by maintaining accurate status records, facilitating periodic committee review, and communicating updates to candidates in a timely and professional manner.
• Conduct detailed transcript evaluations to verify completion of prerequisite courses, GPA calculations, and degree conferral, ensuring accuracy and compliance with admission requirements.
• Maintain meticulous attention to detail in reviewing and entering applicant data across CASPA, AMP, and internal tracking systems to ensure consistency, completeness, and compliance with institutional and accreditation standards.
• Work collaboratively with the Admissions Committee, Program Director, and faculty reviewers to ensure timely application review, adherence to screening rubrics, and consistency in scoring and documentation.
• Prepare and monitor applicant tracking spreadsheets, dashboards, and status reports, ensuring all components of each file meet published minimum criteria prior to committee review.
• Develop, maintain and update the PA Admissions Manual including the annual admissions timeline, recruitment calendar, requirements, interview process, and applicant communication plan.
• Organize and facilitate faculty screening and interview training, ensuring all reviewers understand and apply standardized rubrics for holistic assessment.
• Oversee planning and implementation of interview days, including scheduling, applicant communication, logistics, technology setup, and coordination of faculty and staff participants.
• Maintain accurate AMP records of pre-screening outcomes, interview scores, committee decisions, and final admissions statuses in compliance with institutional and ARC-PA record keeping requirements.
• Assist with the development and refinement of admissions rubrics and forms, ensuring alignment with the program’s mission, core values, and defined competencies.
• Generate regular reports on applicant demographics, recruitment effectiveness, and yield analysis; present findings to the Admissions Committee and Program Director to inform continuous quality improvement.
• Ensure confidentiality and secure handling of applicant information in accordance with federal and institutional policies and the PA Program Confidentiality Agreement.
• Manage communication templates and workflows in AMP to ensure timely applicant updates, including invitations, interview confirmations, and final decisions.
• Coordinate outreach activities, including pre-PA pathway events, open houses, accepted student days, pipeline programming, and engagement with undergraduate pre-health advisors and professional organizations.
• Represent the PA Program at recruitment fairs, college visits, community outreach events, and presentations. Travel and weekend commitments will be required.
• Maintain up-to-date knowledge of national PA admissions trends, best practices in holistic review, and ARC-PA compliance requirements (A3.13–A3.14).
• Collaborate with marketing and university admissions offices to maintain current website and promotional content related to admissions policies, requirements, and program mission.
• Work closely with the Program Director and other administrative staff to ensure all admitted students have met required prerequisites and pre-matriculation contingencies.
• Support post-admissions activities including organizing accepted student days, communicate effectively with accepted students, track seat deposits, and assist with matriculation data verification.
• Assist with drafting and annual revision of the Admissions Manual, ensuring alignment with current practice, policies, and committee charge.
• Collaborate with the Program Director to prepare admissions-related documentation and evidence for ARC-PA accreditation, including data reports, committee minutes, and policy updates.
• Coordinate the collection and archiving of all admissions records and reports for institutional and accreditation review, ensuring confidentiality and adherence to record retention policies.
• Assist in developing annual admissions reports, outcome summaries, and continuous improvement plans based on data analysis and committee feedback.
• Perform administrative and other duties as assigned by the Program Director, contributing to the overall success of the PA Program’s admissions and accreditation functions.
• Oversight for applicable staff, including hiring, training, mentoring, and performance management to ensure operational excellence and alignment with institutional goals.

Required Qualifications

• Bachelor’s degree required, with prior experience in admissions, higher education, or recruitment preferred.
• Serve as a professional and enthusiastic representative of the new PA Program within the School of Osteopathic Medicine.
• Able to occasionally travel and work evenings or weekends as needed, with compensatory time during the week.
• Demonstrated ability to communicate effectively with prospective students, families, and professional colleagues through presentations, interviews, and written correspondence.
• Excellent organizational and time-management skills, with ability to manage multiple projects and deadlines simultaneously.
• Strong understanding of admissions best practices, holistic review models, and familiarity with centralized application services such as CASPA.
• Experience working with AMP (ZAP Solutions), Slate, CASPA (webadmit) or comparable admissions management software preferred.
• Ability to collect, analyze, and report on data using Excel or Google Sheets to support decision making and continuous quality improvement.
• Strong customer service orientation, interpersonal communication, and teamwork skills.
• Knowledge of the educational mission and accreditation expectations of physician assistant programs.
• Ability to maintain confidentiality and handle sensitive student information appropriately.
• Proficiency in Microsoft Office Suite and Google Workspace.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

• • Bachelors’ Degree in Business Administration, Higher Education, Social Science or a related discipline, plus five (5) years of related experience in a business office, government agency or university setting is required.  Experience in Admissions preferred.  Computer literate with familiarity with systems and educational research.
  • Experience with diverse populations.  Record of respect and openness towards people whose social and cultural background is different from one’s own. Ability to recognize and manage one’s behaviors and communication to create an inclusive, equitable, and welcoming environment within the department/organization.

SALARY INFORMATION

In compliance with The State of New Jersey's Pay Transparency Act, the annual base salary range for this position is $85,000.00 to $90,000.00, with placement within the range determined by candidate's qualifications, professional experience, internal equity, and other factors.

BENEFIT INFORMATION

For eligible employees, benefits include: comprehensive NJ State health, dental and retirement benefits, extensive accrued time off/paid holidays, and tuition reimbursement for employee, spouse, and dependents to attend Rowan University, Glassboro. (Tuition reimbursement will apply to undergraduate degrees only for spouse and dependents).” 

For more detailed information, please visit:  https://sites.rowan.edu/hr/benefits/

NOTES:

Only completed, online applications submitted on or before the deadline will be considered.

Candidates must be legally authorized to work in the US, and the University will not sponsor an applicant for a work visa for this position.