Careers @ WAUSM

Western Atlantic University School of Medicine (WAUSM) seeks a highly organized, data driven and proactive Operations Manager, Enrollment Management to oversee the daily execution and operational discipline of the Enrollment Management team.

This role serves as the operational leader for the enrollment team, ensuring that Senior Enrollment Managers (SEMs), Enrollment Support Specialists (ESSs), and admissions staff are operating efficiently, meeting productivity expectations, and progressing prospective students through the admissions funnel in a timely and organized manner.

The Operations Manager functions as the primary day-to-day manager for the Enrollment Management unit, providing leadership, accountability, and operational structure while partnering closely with the Vice President of Development & Enrollment Management on strategy and performance improvement. This role ensures that the daily enrollment operation runs smoothly and productively.

WAUSM provides an exciting opportunity for individuals that wish to join an energetic team of medical educators that are committed to building a 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. We seek outstanding, team-oriented colleagues who share our excitement in our dynamic and innovative educational program.

Location: Bloomfield, NJ

Duties and Responsibilities:

• The Operations Manager, Enrollment Management will serve as the primary operational manager responsible for maintaining visibility into day-to-day team activity and performance as directed by the Vice President – Development and Enrollment Management.
• KPI Monitoring & Team Productivity:

– Track team performance against established KPIs
– Monitor key admissions funnel metrics such as lead responsiveness, application progression, interview scheduling, and enrollment conversion
– Ensure SEMs maintain consistent outreach and engagement with prospective students
– Review CRM activity and outreach cadence
– Identify productivity gaps or pipeline concerns early
– Provide regular performance summaries to the Vice President

• Operational Leadership of the Enrollment Team

– Monitor daily team activity, availability, and travel schedules
– Maintain visibility into staff workload, priorities, and pipeline activity
– Ensure the team is operating efficiently and collaboratively
– Maintain consistent operational structure within the team

• Funnel Oversight & Performance Reporting

– Lead regular funnel review meetings with SEMs
– Monitor applicant movement across admissions stages
– Identify bottlenecks within the admissions process
– Coordinate follow-up strategies for stalled applicants
– Lead onboarding progress review with ESS’s for admitted students
– Prepare weekly operational updates and insights for the Vice President

• Team Accountability & Coaching

– Conduct regular check-ins with SEMs and ESS team members
– Support staff in managing workloads and priorities
– Reinforce professional expectations and team accountability
– Escalate personnel concerns or performance issues to the Vice President when appropriate
– Provide input for performance reviews and professional development

• Meeting Leadership & Internal Communication

– Manage agendas and follow-up for weekly Enrollment Management meetings
– Coordinate operational updates across the team
– Maintain organization of internal documentation and team resources
– Support communication between Enrollment, Admissions, and other university teams

• Process Improvement & Operational Development

– Identify workflow inefficiencies and recommend improvements
– Assist in the development and refinement of Standard Operating Procedures (SOPs)
– Help implement process improvements within the admissions workflow
– Collaborate with CRM and data teams to ensure operational visibility
– Support documentation of best practices for the Enrollment Management team

Education, Experience and Attributes:

• Bachelor’s degree required
• Experience in admissions
• Demonstrated management or supervisory experience required, experience in enrollment management preferred
• Strong organizational and project management skills
• Excellent written and verbal communication skills
• Experience working with CRM platforms (Slate, Salesforce, or similar)
• Ability to manage multiple workflows and coordinate team accountability
• Experience working in higher education admissions or enrollment management, required; experience in a for-profit medical school preferred
• Ability to keep current on industry best practices
• Collaborative in nature and enjoys growing in a team environment

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.

The Office of the University Registrar supports the academic mission of Western Atlantic University by ensuring the integrity, accuracy, and confidentiality of academic records. We continuously strive to provide quality services that are efficient and reliable to members of the University and community.

Reporting directly to the University Registrar, the Manager of Academic Records & Credentials is responsible for overseeing the daily operations of the Office of the University Registrar, with specialized focus on medical education student records, licensure, and credentialing. This role leads the management of academic credentials, including degree conferral and licensure reporting, ensuring accuracy, compliance, and timely delivery of services.

The position provides functional leadership for student records operations, guiding processes related to records integrity, certification, and regulatory requirements. Additionally, the Manager builds and maintains collaborative, effective relationships with students, faculty, and administrative partners to support academic programming and institutional objectives. This role ensures compliance with institutional policies, accreditation standards, and external reporting requirements.

Location: This position is remote. Travel to other WAUSM locations is anticipated.

Duties and Responsibilities

• Prepare, review, and issue official letters of good standing verifying student or graduate academic status, professionalism, and institutional standing for external entities, ensuring accuracy and compliance with institutional policy.
• Generate enrollment and degree verification letters for students, graduates, employers, governmental agencies, and third‑party verification services, adhering to FERPA and institutional confidentiality requirements.
• Compile, verify, and submit required academic and credentialing documentation to state licensing boards, certification bodies, and other regulatory agencies to support professional licensure and credentialing processes.
• Maintain accurate, complete, and up‑to‑date student and graduate records within the SIS, ensuring data integrity through regular audits, corrections, and adherence to data governance standards, guidelines and recommendations from AAMC, LCME, AACRAO and other regulatory bodies.
• Support graduation clearance processes by verifying academic requirements, milestones, and credential eligibility in coordination with advising staff.
• Process and maintain licensure‑related records, confirmations, and correspondence, ensuring timely responses to licensing entities and accurate record retention.
• Complete and verify academic records, enrollment status, MSPE‑related data, and other required documentation for ECFMG, ERAS and residency placement systems, ensuring timely and accurate submissions.
• Conduct audits of student and graduate records to ensure compliance with institutional policies, accreditation standards, and regulatory requirements.

• Process SIS updates related to credential completion, licensure eligibility, degree milestones, and status changes, ensuring alignment between academic records and official documentation.

• Oversee transcript production and degree conferral processing, ensuring official records accurately reflect awarded degrees, honors, and credential completion.
• Respond to requests for verification of medical residencies and postgraduate training, confirming dates, degree completion, and institutional standing.
• Manage and respond to internal and external verification requests from employers, licensing boards, educational institutions, and third‑party agencies, ensuring timely, accurate, and compliant disclosures.
• Assist in cross-functional duties within the registrar department such as, check-in and registration for MAPP and all medical student semesters, as needed.
• Collaborate with university academic administration and non-academic departments on student support initiatives, policies and procedures, and represent the Office of the University Registrar in university wide committees.
• Demonstrate effective interaction and communication with students, faculty, and administrators.
• Assist in the planning and execution of commencement ceremonies, including diploma preparation and distribution.
• Assist with collection and reporting of information for accreditation and statistical data as needed for faculty and administration.
• Serve as custodian of student records and maintain their confidentiality in all student record systems.
• Ensure operational efficiency for personal data record changes, academic record creation and maintenance, course information system operations, academic catalog, transcript and diploma issuance, degree conferral, and commencement exercises.
• Other duties as assigned.

Required Qualifications:

• Demonstrate exceptional attention to detail, accuracy, thoroughness and an ability to use good judgment, appropriate sensitivity and discretion daily.
• Interpersonal and leadership skills demonstrating the ability to work effectively with staff, faculty, students and/or administration and communicate to all stakeholders in a clear and concise manner both verbally and in all written communication.
• Self-starting, self-directed, resourceful, flexible, dependable, proactive, ability to work independently within enterprise guidelines, strong time management skills and motivated in performing and excelling in all job responsibilities.
• Detail oriented, accurate, prioritize assignments effectively, synthesize information quickly and accurately, able to identify problems before they happen and propose solutions.
• High level critical thinking skills, and the ability to react and adapt to a challenging international work environment.
• Commitment to outstanding customer service, integrity and honesty.
• Advanced knowledge of the Microsoft Windows operating environment and openness to new and evolving technology and technological solutions.
• Works with integrity and ethically, with the ability to interact with individuals of diverse backgrounds.
• Excellent communication requires a great deal of professionalism, discretion, and poise.
• Ability to answer calls, return voicemail messages and assist with voice mail messages of the Office of the University Registrar, as needed.
• Experience using student information systems and Microsoft Office Suite.
• Bachelor’s degree with a minimum of two (2) years of related work experience.

Preferred:

• Experience in medical education or health professions education.
• Experience in licensing and credentialing for a medical school.
• Knowledge of credentialing certification processes.
• Master’s degree with a minimum of four (4) years of related work experience.
• Proficiency with setting up and using learning management/student information systems and Microsoft Office Suite, including Word and Excel.
• Proficiency in Adobe Acrobat, and other electronic document applications.

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.