Careers @ WAUSM

Overview:

The Coordinator, Admissions and Marketing plays a vital administrative and operational role in supporting the Enrollment Management and Marketing teams at Western Atlantic University School of Medicine (WAUSM).

This individual will work in a fast-paced, high-growth environment and must be a self-starter, highly detail-oriented, an exceptionally fast learner, and proficient in Microsoft Office Suite (especially PowerPoint). The Coordinator will collaborate closely with the Admissions Operations Manager and serve as a central hub for communication, scheduling, document preparation, and cross-unit coordination.

This is an in person position located in Bloomfield, NJ. Candidates must be available during standard WAUSM business hours and, with advance notice, occasional evenings and weekends for special events.

Travel: Minimal Travel Required.

Location: Bloomfield, New Jersey

Responsibilities: 

• Administrative & Operational Support:
• Provide comprehensive administrative support to the VP of Development & Enrollment Management, including drafting correspondence, preparing presentations, managing calendars, and coordinating meetings.
• Create, maintain, and distribute meeting agendas, meeting minutes, and follow-up action lists for the Enrollment Management and Marketing teams.
• Assist the Admissions Operations Manager with unit workflow, documentation, and tracking of assignments and processes.
• Maintain organized digital files, shared folders, and internal team systems (e.g., SharePoint).
• Marketing & Communications Coordination:
• Assist in the production and formatting of marketing materials, presentations, and reports—particularly PowerPoints for recruitment events, partner meetings, and executive briefings.
• Support organization and execution of recruitment and marketing events (virtual and in-person), including advisor trips, accepted student visits, fairs, and conferences.
• Serve as a liaison between Enrollment Management and Marketing to ensure deadlines and deliverables are met.
• Enrollment Management & Admissions Support:
• Monitor and manage the group e-mail inboxes. Serve as a first-line contact for prospective students and families, answering inquiries or routing them to the appropriate team members.
• Manage the flow of information in the CRM (Slate/Salesforce): updating applicant records, importing/exporting data, and maintaining data accuracy.
• Assist with onboarding and matriculation processes, including document collection and communication with incoming students.
• Support transcript evaluation processes and ensure required documents are received and catalogued.
• Monitor recruitment travel logistics: tracking itineraries, registrations, materials ordering, and reimbursement workflows.

Event & Project Support:

• Assist with major recruitment events, both virtual and on-campus: information sessions, accepted student day trips, advisor visits, and special initiatives.
• Provide logistical and administrative support for cross-unit projects and high-priority initiatives led by the VP.

Other Duties:

• Maintain professionalism, discretion, and confidentiality in all communications.
• Perform additional responsibilities as assigned in support of departmental operations and university initiatives.

Education, Experience, and Attributes: 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  Below are the minimum requirements of the education, experience, knowledge, and skills required to competently perform in this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Associate’s degree required
• Experience in administrative, enrollment, marketing, or higher-education office settings.
• Outstanding written and verbal communication skills.
• High proficiency in Microsoft Office, especially PowerPoint, Word, and Excel.
• Strong organizational skills with exceptional attention to detail.
• Self-starter with the ability to learn quickly, manage competing priorities, and thrive in a fast-paced environment.
• Comfort working with CRMs (Salesforce, Slate, or similar).
• Experience supporting senior leadership.
• Exposure to marketing, communications, or event coordination.
• Familiarity with higher education and medical school recruitment cycles.

Salary commensurate with experience. WAUSM offers a competitive benefits package.

Reporting to the Director, Center for Academic Success (CAS), WAUSM is seeking a Pre-Clerkship Learning Specialist to support medical students in optimizing their learning strategies, study habits, test-taking skills and performance outcomes. As a member dedicated to the CAS, you will collaborate closely with faculty, administrators, and students to help ensure that educational goals are met effectively. This role is pivotal for fostering student success across all four (4) years of medical school and ensuring that students become lifelong learners who are well-prepared for their careers. By providing targeted support and resources to students, you will contribute significantly to the educational mission of WAUSM and the overall quality of medical education.

WAUSM provides an exciting opportunity for individuals that wish to join an energetic team of medical educators that are committed to expanding our fresh, new, dynamic, and innovative medical education program. Our students study medicine in a highly integrated, systems-based, hybrid curriculum that incorporates active learning strategies into large and small group settings. With a powerful focus on active, case-based learning; robust simulation; and early exposure to clinical patients, WAUSM students receive an integrated learning experience with individualized support that prepares them to excel in the clerkship portion of their studies, and beyond. We seek outstanding, team-oriented individuals who will share our excitement for furthering this dynamic and innovative educational program. The pre-clerkship foundational sciences program consists of a 5-semester (15 weeks per term) model of instruction with basic science concepts and competencies related to patient centered care integrated and woven throughout. Students then transition to the US to complete the clerkship program consisting of clinical rotations (75 weeks) which provide opportunities to shadow physicians and residents, have direct access to patients, and gain valuable hands-on experience.

WAUSM operates on three terms per year with a new class of students matriculating each term and students advancing to the clerkship program at the same rate. Therefore, teaching duties and administrative responsibilities continue throughout the year. A focus on teaching, student learning and support is paramount, and we look to individuals who can provide excellence in these areas. This position is located in Freeport, Grand Bahama Island.

Duties and Responsibilities:  

 Education, Experience and Attributes:

​​Western Atlantic University School of Medicine (WAUSM) is an equal opportunity employer (EEO). We are committed to diversity and inclusion and support applicants from all backgrounds to join our team. We strive to build a community that represents the students we serve and exhibits a variety of skills, cultures, perspectives, and experiences. Employment is a decision based upon qualifications, merit, and the needs of the University.

Overview:

The Enrollment Support Specialist and Student Visit Coordinator is a hybrid administrative role based on the WAUSM campus in Freeport, Grand Bahama, supporting both the enrollment process and on-campus student engagement. Reporting to the Senior Enrollment Manager for day-to-day operations and to the VP of Enrollment Management for HR-related matters, this position is responsible for ensuring prospective and admitted students submit all required documentation in a timely and organized manner.

The ideal candidate will be exceptionally detail-oriented, highly organized, and proactive in follow-up and follow-through. In addition to managing applicants and admitted students through key enrollment milestones, this role is also responsible for planning, coordinating, and executing all on-campus student visit activities.

The specialist/coordinator will serve as a key liaison between departments—such as Student Financial Services, the Registrar, and Student Affairs—as well as support outreach efforts with undergraduate partner institutions by managing contact data and onboarding materials. This is a highly collaborative role that requires excellent communication skills and a warm, service-oriented approach.

 This is an ‘on campus’ position and individuals in this position are expected to be flexible to schedule working time around students’ needs. Responsibilities:

 Education, Experience, and Attributes:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  Below are the minimum requirements of the education, experience, knowledge, and skills required to competently perform in this position.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Salary commensurate with experience.

Western Atlantic University School of Medicine (WAUSM) is an equal opportunity employer (EEO). We are committed to diversity and inclusion, and support applicants from all backgrounds to join our team. We strive to build a community that represents the students we serve and exhibits a variety of skills, cultures, perspectives, and experiences. Employment is a decision based upon qualifications, merit, and the needs of the University.