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The Student Admissions Specialist III for Trainee Success in the Office of Graduate & Postdoctoral Studies at the School of Medicine will lead the strategic development for recruitment for our graduate students and postdoctoral scholars (fellows & trainees). This position will be responsible for creating marketing and PR materials, managing all communication channels and digital content that will strengthen the visibility and reach of the Office for Graduate and Postdoctoral Studies. The focus on active trainee recruitment and engagement requires overnight travel.  This position will also assist with prospective graduate student admissions, track student performance, and provide general administration support for the Integrated Program in Biomedical Sciences (IPIBS) program.  This position requires a high level of professionalism, independent decision making, and effective communication.  The Trainee Success Specialist will work closely with the Executive Director of Graduate & Postdoctoral Studies, all SOM graduate programs directors, facutly and staff within the Graduate School, Postdoctoral Services in the EVPRI office, and staff within Finance and within Marketing and Communications to ensure seamless operations. 

Essential Duties and Responsibilities

Trainee Recruitment & Communication

• Represent OGPDS and UofL at regional and national recruitment events.

• Lead and coordinate recruitment efforts by researching and attending events.

• Establish connections with regional/national colleges/universities to develop pipeline programs for trainee recruitment.

• Maintain accurate records of events, trainee engagement, and follow-up.

• Create marketing materials for programming, manage social media accounts and website, and conduct PR campaigns. Create and maintain a newsletter.

• Coordinate staff and student participation in virtual recruitment events.

• Coordinate with faculty and staff in IPIBS departments to efficiently manage student recruitment and oversee trainee recruitment visits

• Manage workshops, events, and programming that promote trainee recruitment and retention. 

• Support the development and maintenance of systems that track student participation in program offerings and enrichment programs.

Trainee Engagement – Event Planning

• Coordinate all special programs for trainees; orientation, appreciation week, CRAFT seminar series, etc.

• Organize all event logistics: promotional materials, event registration, room scheduling, parking, workshop description, photos, event title, speaker release.

• Negotiate with hotels, caterers, vendors, and event co-sponsors on behalf of the program

• Communicate with event participants, including tracking attendance, creating and scheduling reminders, and sending post-event evaluations

Administration

• Collaborate with staff within Finance and HR to track the onboarding process for IPIBS students.

• Manage all purchase, payment, and invoice processes for the office.

• Other duties as assigned by the Associate Dean or Executive Director of Graduate & Postdoctoral Studies

Preferred Qualifications

• Bachelor’s degree in Communication, Marketing, Public Administration, or related field.

• 1 year experience in recruitment or communication and marketing.

• Flexibility to travel to recruitment events, requiring driving, flying, and multiple-overnight stays.

• Efficient use of  Microsoft Office programs (Word, Excel, Powerpoint, Outlook), PeopleSoft/Workday, and OnBase.

• Familiarity with training requirements for biomedical sciences graduate programs and postdoctoral fellows.

Competencies

• Strong interpersonal skills to build effective, strong working relationships with students, postdocs, and colleagues through trust, communication, and credibility.

• Strong oral and written skills

• Highly organized.

• Ability to prioritize, coordinate and direct multiple programs, operations, and services.

Target Compensation Maximum:

Target Compensation Minimum:

Compensation will be commensurate to candidate experience.

Equal Employment Opportunity

The University of Louisville is an Equal Employment Opportunity employer. The University strives to provide equal employment opportunity on the basis of merit and without unlawful discrimination on the basis of race, sex, age, color, national origin, ethnicity, creed, religion, disability, genetic information, sexual orientation, gender, gender identity or expression, veteran status, marital status, or pregnancy. In accordance with the Rehabilitation Act of 1973 and the Vietnam Era Veteran Readjustment Act of 1974, the University prohibits job discrimination of individuals with disabilities, Vietnam era veterans, qualified special disabled veterans, recently separated veterans, and other protected veterans. The University acknowledges its obligations to ensure affirmative steps are taken to ensure equal employment opportunities for all employees and applicants for employment. It is the policy of the University that no employee or applicant for employment be subject to unlawful discrimination in terms of recruitment, hiring, promotion, contract, contract renewal, tenure, compensation, benefits, and/or working conditions. No employee or applicant for employment is required to endorse or condemn a specific ideology, political viewpoint, or social viewpoint to be eligible for hiring, contract renewal, tenure, or promotion.

Consistent with applicable law, demographic information is collected for aggregate reporting requirements. Demographic information provided through this application is not available to hiring managers/committees and is not considered in hiring or employment decisions.

Assistance and Accommodations

Computers are available for application submission at the Human Resources Department located at 2315 South First Street Walk, Room 02C - Louisville, Kentucky 40292.

If you require assistance or accommodation with our online application process, please contact us by email at [email protected] or by phone 502-852-6258.