ADMISSIONS OFFICER I

Be You.

The Duke Doctor of Physical Therapy (DPT) Program is seeking an Admissions Officer I to join our dynamic Admissions and Orthopaedic Graduate Education (GME) support team. In this role, you will support the full DPT Admissions Cycle while also providing essential administrative and scheduling support to the Orthopaedic GME program. You will play a key part in creating a seamless, informative, and welcoming experience for prospective students, applicants, residents, and medical students.

You will excel in this position if you enjoy managing complex processes, supporting program operations, coordinating events, and building strong relationships across departments. Your work will directly impact the success of future Physical Therapists and Orthopaedic Medical Doctors who will train at Duke.

Minimum Qualifications:

• Bachelor’s degree
• Strong organizational and multitasking skills
• Ability to handle a high-volume, deadline-driven workflow
• Strong communication skills across email, phone, and in-person interactions
• Comfortable working with digital systems, databases, and spreadsheets
• Availability for occasional overnight travel, evenings, and weekends, for events and tours

Preferred Qualifications:

• Experience with student programming, admissions, advising, or higher education
• Experience with centralized application systems (such as PTCAS or WebAdMIT)
• Strong writing, presentation, and communication skills
• Keen attention to detail
• The ability to pivot as program needs and work schedules change
• Experience coordinating events or supporting program operations
• Comfortable balancing multiple priorities

Other Requirements:

• Valid driver’s license for occasional travel
• Ability to lift/move event materials (up to ~25 lbs.)
• Participate in occasional overnight travel, evening, and weekend events

This position is:

• Hybrid eligible. The position (exempt only) is partially remote, and the employee must reside in a Duke University-approved state.

Be Bold.

Your job duties will include:

Admissions Recruitment Support

• Manage all admissions correspondence with prospective and accepted students.  
• Manage the admission email account and phone line 
• Support the management of approximately 1200 applications for each Admissions cycle using a Centralized Application System (PTCAS). 
• Support the coordination of info sessions and interview days. Manage the correspondence with attendees and assist with online or in-person logistics. 
• Maintain communication with invited applicants and process adjustments as needed 
• Monitors progress of all admissions decisions; supervises tracking of offers and transcripts, etc. 
• Review verified applications for the initial screening of admissions metrics and update applicant status; notify applicants of missing materials and/or when applications are complete 
• Manage sign-up process for on-site tours with Admissions Graduate Assistants – troubleshoot any issues that may arise 
• Manage swag budget and inventory  

Admissions and DPT Events 

• Schedule/Support both virtual and in-person recruiting events for Duke DPT or outside institutions 
• Host/facilitate individual interviews on Interview Day 
• Organize the events and develop marketing materials (brochures, photography/videography, and booth set-up) with the department's Communications Team and Assistant Director of Admissions.  
• Coordinate travel arrangements for out-of-town events. 
• Assist with various Duke DPT events – graduation, white coat, Summer Discovery Program, etc. 
• Support planning and logistics for the annual Admitted Student Day/Open House
• Provide ideas for table décor at recruiting events 

Admissions Administrative Support 

• Manage pre-requisite completion, degree certification, and final transcript submission of incoming students 
• Manage Cybersource (application fee payment) and ensure financial documentation is properly reported; issue refunds as needed 
• Create and manage incoming class Duke Box folders 
• Manage the record keeping for the letters of intent, declining admissions, de-matriculations, and deposits in PTCAS 
• Coordinate work and train student volunteers, faculty, and staff as needed 
• Maintain open lines of communication with the Duke SISS Office regarding our PeopleSoft system, including setting up the appropriate software and rubrics for processing our data in the system. 
• Maintain connections with various people/groups both internally and externally (financial aid office, SISS office, PTCAS/WebAdmit Office and support, pre-health advisors, other admissions offices in the SOM, etc.). 
• Manage the evaluation of prerequisites substitution/alternatives by communicating requests to the Director of Admissions and maintaining a record of approvals 
• Manage the incoming cohort Canvas page. Assessing for assignment completion and providing pertinent information 
• Coordinate initial Duke Student ID cards and activation with the Duke Card Office 
• Support the Assistant Director of Admissions with:

• Identifying key schools and programs for outreach
• Documenting Admissions Committee meeting minutes
• Coordinating drop-in hours for prospective applicants

Orthopaedic GME Support  

Call Schedules:

• Create call schedule spreadsheets for collecting call assignments from Orthopaedic residents and Orthopaedic faculty backup call assignments
• Reach out to residents and faculty to collect call schedule assignments
• Input and update call schedules in QGenda on a monthly (or on an as-needed basis)

Resident Verifications:

• Serve as backup for providing verifications when requested from other institutions
• Complete verifications and in good standing letters for residents prior to graduation
• Maintain verification folder on shared drive

Administrative Support for 2nd and 4th Year Medical Students:

• Provide permission numbers to Duke students upon request
• Gather application data for each applicant for leadership review
• Create student composites
• Coordinate and schedule rotations and notify faculty, residents, and students of their assignments
• Request badge and scrub access as needed
• Routinely send Medhub evaluations to students to evaluate faculty and residents
• Create and manage a Qualtrics survey to collect feedback for Course Directors
• Report grades in collaboration with Course Directors
• Coordinate room reservations

Choose Duke.

Duke offers a collaborative, mission-driven environment where your work directly contributes to shaping future clinicians and advancing health education. You will join a supportive team that values innovation, professional growth, and meaningful student engagement. Here, you will build strong relationships and play a vital role in helping students and trainees thrive.

The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.