Student Admissions Specialist, Graduate Science Centre

The University of Calgary

12d ago

Applications are closed

Job
Full-time
Mid & Senior Level
People, HR & Administration
Education & Teaching
Calgary

Requirements

Undergraduate degree required.
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 demeanor 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.
Willingness and ability to travel and to work weekends and flexible shifts as necessary.
Thorough knowledge of University policies, procedures and requirements including the Freedom of Information and Protection of Privacy Act and Canadian Anti-Spam Legislation would be an asset.

Responsibilities

- 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.
- 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.
- Reviewing transcripts to determine the eligibility of the prospective students and guiding them accordingly.
- Working closely with Student Recruitment Specialist and the graduate program directors to facilitate pre-assessment of applications.
- Prepare and organize applications for the reviewers.
- Serve as a resource to the program admissions committees.
- Acts as a resource and supports 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.
- Advise prospective students (via email, answering phone calls 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.
- Ensure website information related to all admission and new student onboarding matters are accurate.
- Support recruitment all initiatives.
- Develop communications plan to support prospective students through the application process, including the Professional Program ladders.
- Working with the Lead, Student Recruitments and other members of recruitment team to plan and conduct recruitment events on and off campus, traveling to grad fairs and other recruitment events to assist the recruitment initiatives.
- 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.
- Plan, conduct and facilitate conversion events (both virtual and in-person) through Slate platform.
- Coordinate, plan and align onboarding activities with Faculty of Graduate Studies New Student Orientation and with the support of the Marketing and Communications team 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 & policy change and system enhancement needs to the Team Lead/GPA.
- Adhere to all university policy and regulatory requirements, including FOIP and CASL legislation.
- Maintains and fosters cooperative and trusting relationships with faculty, and campus staff including Graduate Student Centre, 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.
- Other duties as required.

FAQs

What is the application deadline for this position?

The application deadline for the Student Admissions Specialist position is September 15, 2024.

What qualifications are required for this role?

An undergraduate degree is required, along with at least 3-5 years of progressive student affairs experience. Admissions experience and knowledge of admissions criteria and/or international education systems are considered assets.

Is experience in a public-facing role important for this job?

Yes, the ability to operate effectively within a dynamic, customer-facing environment is required for this position.

Will the Student Admissions Specialist be required to travel?

Yes, the individual in this role should be willing and able to travel to recruitment events and work flexible shifts, including weekends, as necessary.

What kind of skills are necessary for this position?

Strong planning, time management, organizational skills, decision-making, problem-solving abilities, and effective communication skills (both written and oral) are essential for this role.

How does the role support diversity and inclusion?

The University of Calgary is committed to diversity and inclusion in its hiring practices and encourages individuals from designated groups to apply.

What kind of software skills are required for this position?

Strong computer skills, including proficiency in MS Office Suite (Excel, Word, PowerPoint, Outlook) and PeopleSoft are required. Knowledge of related software such as Electronic Document Management Systems and Power BI is an asset.

What type of events will the Student Admissions Specialist help coordinate?

The Specialist will help plan, conduct, and facilitate recruitment events and conversion events, both virtual and in-person.

What is the work environment like for this role?

The work environment demands efficient time management due to a high volume of work and strict deadlines, and requires strict adherence to confidentiality.

Is there a chance for training or skill enhancement within the role?

Yes, the incumbent will act as a resource and support training for the Graduate Science Centre team and other departments on admission-related matters.

The University of Calgary

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Mission & Purpose

The University of Calgary is a leading Canadian university located in the nation's most enterprising city. The university has a clear strategic direction to become one of Canada's top five research universities, where research and innovative teaching go hand in hand, and where we fully engage the communities we both serve and lead. This strategy is called Eyes High, inspired by the university's Gaelic motto, which translates as 'I will lift up my eyes.’