Specialist, Admissions (InfoService)

University of Ottawa•Ottawa, ON

1d•Onsite

About The Position

Student Affairs is at the very heart of the student experience at the University of Ottawa. We recruit the very best future students, support them throughout their university years and leave them well-prepared for fulfilling careers and future studies. Our team of more than 600 dedicated staff provides the services that keep students happy, well and thriving as they pursue their ambitions. We help them apply and enrol for courses, we oversee 11 residences and an award-winning Dining Hall, we organize fun events, we provide extensive recreation program opportunities and varsity sports activities, we run an innovative career development and experiential learning program and much more! There’s nothing more rewarding than helping future generations reach their full potential at a world-class university. With our wide variety of career opportunities and professional development pathways, we’re sure that you’ll enjoy the experience as much as our students do. Plans, coordinates and monitors the admission cycle for undergraduate programs under their responsibility by ensuring correct interpretation and application of practices, procedures and policies in order to increase the efficiency and effectiveness of the admission process and meeting admission targets of the University. Acts as resource person for candidates by providing them with information in person, in writing or on the phone, in both official languages, about subjects related to the undergraduate admission process.

Requirements

University degree in administration or a related discipline, or an equivalent combination of education and work experience
Minimum three years of demonstrated experience in a similar role
Bilingualism – French and English (spoken and written), to be considered for this position, candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute.
Experience interpreting, explaining and applying regulations and methods
Thorough knowledge of postsecondary programs, academic regulations and university services
Experience using computer systems and software such as Student Information Systems (SIS), Windows, word processing software, spreadsheets, databases, the internet and email
Experience in academic record analysis, management and control
Experience in administrative writing in both official languages
Experience working under pressure and prioritizing work to meet strict deadlines
Excellent communication, interpersonal and customer service skills
Ability to work evenings and weekends as required

Responsibilities

Analyzes admission applications from all types of undergraduate candidates by evaluating their degrees, education and experience. Accepts, defers or rejects candidates based on established criteria and distributes admission scholarships and bursaries to eligible candidates.
Determines admission offer needs for programs under their responsibility so that enrollment objectives can be met. Works with faculties to develop and implement work procedures and tools to facilitate the admission process. Closely monitors and manages admission numbers for limited enrolment programs under their responsibility. Keeps close track of related statistics.
Acts as a resource person for the community by providing information in person, in writing or over the phone about the different undergraduate programs, combined program options, admission requirements, education and career prospects, university life, student services, university regulations and other postsecondary education options. Ensures this information is accurate and provides it in both official languages. Explains to candidates why they have been rejected and presents them with educational alternatives so that they can achieve their goals.
Performs analysis and research, and compiles data, statistics and other information to produce reports that further discussions, decision making and special projects. Based on changes to admission criteria and programs, prepares changes to be made to the computer system used to evaluate candidates from Ontario secondary schools.
Participates in liaison activities such as university fairs and information sessions held in educational institutions, with the goal of increasing University visibility and the number of undergraduate applications.
Works with others to prepare and revise admissions-related information on the internet and in various publications. Prepares documentation related to admission applications and admission offers in order to contribute to an enriching university experience. Writes and maintains procedure manuals for internal use on procedures, processes and systems related to their responsibilities.
As needed, delegates tasks to more junior workers, mainly students hired as part of the Work-Study Program (WSP), and ensures that tasks are completed according to the stated norms and instructions.
Participates in special projects or faculty/service initiatives as needed.