Admissions Coordinator

University of Waterloo•Waterloo, ON

4d•Onsite

About The Position

This career path position holds increasing levels of responsibility for the delivery of all functional activities related to admissions processes. In this capacity the Admission Co-ordinator (AC) is trained to handle admissions processes and procedures. The incumbent works within a team of 10-12 people and may be assigned responsibility for various procedures related to communications with applicants seeking admission to the University. For example, the Admissions Co-ordinator is required to answer telephone, in person and email inquiries from applicants regarding the status of their admission file decision. The incumbent is required to track and communicate Ontario Secondary School (OSS) special case reviews that fall below normal admission requirements or do not follow normal OSS requirements. Responsibility ranges from entry level admissions to a leadership role, leading process and procedural projects and providing the day to day leadership required to ensure all activities are maintained, while resolving more complex problems. The AC advises and counsels applicants with respect to the implications of and reasons for positive and negative admission decisions. In doing so, he/she must be cognizant of the stresses and pressures that potential students and their guardians are experiencing and delicately handle very sensitive issues so as not to adversely affect the university’s enrolment targets and overall reputation. This requires both Faculty specific and systems specific knowledge, especially when dealing with the many cases that deviate from the norm. The incumbent is responsible for verifying authenticity, coding and updating data received from or on behalf of applicants such as English Language Test scores, transcripts or other documents that are required before admission decisions can be finalized. As files are completed, the incumbent independently assesses when some applicant files are ready for a decision. In reviewing transcripts he/she is responsible in calculating routine overall grade point averages. As needed, the incumbent is required to code admission amendments to program evaluations as well as program status changes for the applicant. QUEST (PeopleSoft Student Information System) and DMS (OnBase Document Management System) allows staff to track the status of documents received, correspondence, and generate letters and reports. Throughout the admissions cycle, the incumbent is expected to be able to answer inquires related to admissions decisions, offer conditions, for both OSS and specialty admissions groups (X+X, exchange, part-time, non-degree and extend learning students. The incumbent may have frequent contact with UWaterloo Staff and Faculty Admissions Officers to discuss the status of applicant files and communicate this information precisely and accurately. The AC is expected to run standard queries and extracts to identify the various stages of completion of admissions activities and error checking. The incumbent is required to have a thorough knowledge of business processes and practices to make suggestions for improvements and to identify discrepancies. Challenges faced by the AC result from: the diversity of end users and system functionality used within the Office, as well as the need to keep abreast of admission requirements, policy and procedure changes being implemented within the Registrar’s Office and University and increase in volume during peak periods. Upgrades to QUEST and DMS systems often lead to changes in administrative processes and procedures. Annually, more than 60,000 students apply for undergraduate studies at the University. The incumbent has responsibility for email, telephone and in-person support for undergraduate applicants. In addition, the incumbent is responsible for processing undergraduate applicant documents by established deadline dates.

Requirements

Some post-secondary education and/or equivalent work experience
Previous customer service experience required
Progressive experience with proven track record of success in admissions
Experience dealing with stakeholders and/or educational organizations
Previous administrative experience an asset
Experience with Microsoft Word
Experience with Microsoft Excel
Experience with Microsoft PowerPoint
Experience using online Student Information Systems and DMS is an asset

Nice To Haves

Experience with Microsoft Access is an asset

Responsibilities

Acknowledge and respond to applicant inquiries regarding the status of their applications, interpretation of admission requirements and procedures
Problem-solve with respect to one-of-a-kind scenarios & tailors communication e.g. content style and medium, to diverse audiences
Act as a conduit between applicants and members of the Admissions Team
Execute decisions with respect to OSS applicant files
Assess and verify admission e-files with regard to OSS applicants; pre-assess acknowledge and prepare files for Part-time/Distance Education (PT/DE) applications for admissibility
Provide written and oral information regarding policies and procedures of the university to applicants and departmental staff and faculty as it relates to admissions
Complete student registration, including, but not limited to: add/drop activity, block enrolment, service indicators, term activation, unit load as this pertains to the Exchange and PT/DE
Determine and verify accuracy for coding of: English language test scores, transfer credits, transcript text, exchange applications, letters of permission, agent approvals
Review information and provide revisions to the appropriate member of the Admissions Team e.g. Updating information on Future Students website, reviewing content for Viewbooks
Report problems and issues to the Manager, Admissions Operations where current practice may not be to the best advantage of applicants. Provide viable solutions/suggestions for recommended change, where possible
Formulates optimal ways to improve service/program in the department, taking into account a longer-term and broader organization perspective
Liaise with the staff in Registrar’s Office; attend Admissions Team meetings and Recruitment Team meetings as required; keep abreast of policy and procedure changes being instituted
Provide on-going updates to the other members in the Customer Service team
Prepare Offer Package material (for release in paper format or electronically via email)
Works closely with The Centre staff to train and answer questions that pertain to applicant inquiries
Query on student files for decisions, document checks as well as OUAC details
Accurately match all documents received to student files, re-index unmatched documents or errors
Index (paper and e-batches) to applicant file
Indexing of electronic IELTS results
Identify discrepancies and communicate these to the Admissions Systems team
Complete quality assurance checks on all indexed documents
Run standard queries to gather data from the Student Information System (PeopleSoft/QUEST) & Document Management System (DMS) to identify the various stages of completion of admissions activities
Opportunity to participate in the 3-day Ontario Universities’ Fair that takes place annually in Toronto
Opportunity to participate in on-campus events such as March Open House, You@Waterloo Day, and other recruitment-related activities
Aids in the training of Liaison travelers and student ambassadors
Undertake research and specialized projects or coding as determined by the Manager, Admissions or Associate Registrar Admissions
Aids in the administration of certain office wide responsibilities including: examinations, convocation and such general and specific duties as may from time to time be determined