Description
The Graduate Science Centre within the Faculty of Science is currently seeking a Full-time Limited Term Graduate Admission Specialist for approximately 16 months.
Reporting to the Manager, Graduate Admissions, the Graduate Admissions Coordinator is responsible for supporting prospective students through the application cycle to registration and this includes orientation/onboarding support. The incumbent is responsible for advising prospective applicants on admission requirements, completing admission evaluations, coordinating a consistent admission process for admissions handled in the Graduate Science Centre, streamlining communications to prospective and newly admitted students and supporting conversion. The incumbent will deliver high quality support to prospective students during the admission process through to onboarding newly admitted graduate students. The Graduate Admissions Coordinator works in an environment that demands efficient time management, experiences a high volume of work and strict deadlines, and requires strict adherence to confidentiality. The incumbent is expected to enthusiastically support commitment to teamwork and being prepared to assist during busy periods.
Regular hours are Monday to Friday, 08:30-4:30, however occasional overtime may be required. This position may experience periods of high stress.
Summary of Key Responsibilities (job functions include but are not limited to):
- Plan, develop, manage and guide the admission process for graduate programs, including coordinating and monitoring admission activities as they relate to the processing of applications
- In-depth knowledge of admission criteria for all programs
- Responsible for coordinating all communications with applicants, from admission documents to admission decision. This includes but not limited to informing applicants of outcome and rationale for admission decisions and communicating with applicants regarding outstanding application documentation and/or other issues
- Understand and curate admissions sections of the Graduate Academic Calendar and FGS regulations
- Identify applicant concerns and help find solution or connect to other resources
- Complete GPA and transcript assessment for both domestic and international universities, and English Language Proficiency scores, and other admission criteria as required
- Prepare and organize applications for the reviewers
- Serve as a resource to the program admissions committees
- Act as a resource and support training for greater GSC team, departments, representatives on admission related matters
- Prepare and review offer letters; when applicable, facilitate supervisor and graduate program review of offer letters
- Monitor acceptance status, deferrals, enrolment status changes and acceptances
- Ensure admission requirements are satisfied for accepted applicants
- Adhere to FOIP and other relevant regulations in student interactions and as they apply to student and University records
- Advise prospective students (via email and advising appointments) accurately on program requirements and admission procedures; Interpret and provide relevant information to applicants on policies, regulations, and procedures
- Ensure integrity of information is provided to prospective students and applicants
- Respond to prospective student and applicant inquiries
- Ensure website information related to all admission and new student onboarding matters are accurate
- Track Student in Professional Programs to pro-actively engage and guide students through ladders Professional Programs
- Develop communications plan to support prospective students through the application process, including the Professional Program ladders
- Develop, update and maintain information packages and welcome messages for the newly accepted students
- Develop, update and maintain an online platform to support new students
- Prepare and disseminate communication plans from the point of application up to registration
- Support conversion activities
- Coordinate, plan and align onboarding activities with Faculty of Graduate Studies New Student Orientation and with the support of the Marketing and Events Coordinator in the Faculty of Science
- Prepare application and admission reports to inform key stakeholders
- Maintain procedures and documentation pertaining to the responsibilities of the position
- Recommend procedures and policy change to the Manager and system enhancement needs to the Team Lead/GPA
- Adhere to all university policy and regulatory requirements, including FOIP and CASL legislation
- Maintain and foster cooperative and trusting relationships with faculty, and campus staff including Faculty of Graduate Studies, Admissions and Enrolment Services, International Student Services and other student affairs offices across campus in order to provide seamless and efficient student support processes
- Attendance at recruitment and other events/activities, as appropriate
Qualifications / Requirements:
- Post secondary credential required, undergraduate degree preferred
- At least 3-5 years progressive student affairs experience
- Admissions experience, and knowledge of admissions criteria and/or international education systems is an asset
- Comprehensive understanding of University's policies and procedures, and the Academic Calendar as they relate to graduate studies and/or graduate admissions is an asset; the ability to interpret policies, procedures, and regulations required
- Strong planning, time management and organizational skills, as well as effective decision-making, multitasking and problem-solving ability in a deadline driven, high volume environment required
- The demonstrated ability to operate effectively within a dynamic, customer-facing, team environment is required
- A positive and professional demeanour is essential
- Ability to maintain confidentiality and appropriately handle confidential data and information
- Ability to think and act quickly and effectively under pressure, exercising initiative, tact, diplomacy, discretion and good judgement
- Proven ability to manage heavy workload, stress and multiple priorities with high level of initiative, flexibility, thoroughness, accuracy, and attention to detail is essential
- Strong computer skills including MS Office Suite (including Word, Outlook, PowerPoint, advanced Excel and Power BI) and PeopleSoft required; knowledge of related software (e.g., Electronic Document Management Systems, Qualtrics, Power BI) is an asset
- Excellent written, oral and presentation skills are required
Application Deadline: February 18, 2025
A cover letter must be included with your application.
We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.
