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Admissions Specialist

Job ID: 32294
Location: Main Campus
Updated July 08, 2024

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We would like to take this opportunity to acknowledge the traditional territories of the people of the Treaty 7 region in Southern Alberta.
The City of Calgary is also home to Métis Nation of Alberta, Districts 5 and 6.


The Haskayne School of Business is currently seeking a Full-time Regular Admissions Specialist.

The Admission Specialist in the Haskayne School of Business (HSB) is a member of the Student Services team and reports to the Manager, Graduate Student Services. This position is responsible for providing a broad range of knowledge, guidance, and direction to prospective students and external stakeholders across the admissions and conversion process, with a focus on professional graduate programs. This position acts as a liaison and expert faculty resource between HSB , the Faculty of Graduate Studies (FGS), and the Registrar¿s Office (RO). The Admissions Specialists works closely and on a daily basis with the HSB MarComm and Recruitment team to ensure recruitment and admissions priorities are aligned and implemented to achieve desired outcomes. This position also provides day-to-day guidance to the admissions team co-workers in Haskayne.

A high level of concentration is required to handle multiple tasks in a position that is driven by constant deadlines and a high volume of requests from prospective students and other stakeholders. Stress levels can be high during busy periods due to an environment of constant change and shifting priorities. Strong communication, teamwork, and customer service skills are required as is the ability to exercise sound judgement based on specialized knowledge to ensure high quality service is maintained within established regulations and guidelines, ensuring HSB and University policies and procedures are adhered to, and exceptions are forwarded for review/decision as appropriate. The impact of error is high and inaccurate guidance may have a serious impact on a prospective student, a program, or the school.

This position works Monday to Friday, 8:30 A.M. to 4:30 P.M, 7 hours per day (35 hours per week) with the expectation of occasional overtime. Due to operational requirements of this position, the incumbent would be expected to work predominantly in-office, with a hybrid schedule as supported by the needs of the department and the Manager. This position is part of the AUPE Collective Bargaining Unit.

Summary of Key Responsibilities (job functions include but are not limited to):

Leadership, Process and Training

  • Provide day-to-day oversight and establish priorities for others in the admission team
  • Train new and existing team members on new process, policy, procedure, and systems
  • Provide ongoing coaching and mentorship to others in the admissions team on all aspects of application and admissions cycle and process
  • Lead regular touch points with the admissions team to address admissions issues and share learnings
  • Create and maintain documentation of admissions and conversion process and procedures to support training and knowledge transfer
  • Actively participate in campus wide admissions initiatives, committee and working groups
  • Stay current of FGS and RO policy changes and leads implementation of corresponding process within the faculty
  • Act as the graduate admissions process and policy expert within the faculty
  • Maintain a senior-level working knowledge of student information systems
  • Lead continuous improvement admissions and conversion initiatives in collaboration with the Manager, Graduate Student Services
  • Lead the implementation, maintenance, continuous development, and reporting in the admissions module in the CRM system


  • Maintain detailed knowledge of admission requirements and regulations as outlined in the University¿s Calendar
  • Provide accurate timely information and guidance to prospective students on all aspects of admission process
  • Maintain monitoring of tasks required within application/admission cycle across programs
  • Monitor student application status in PeopleSoft and lead team initiatives to proactively have prospective students complete their applications
  • Evaluate domestic and international academic credentials/ accreditation to determine admissibility in accordance with policies and standards
  • Calculate GPA for admissions and confirms candidate documents meet FGS/RO and faculty requirements
  • Manage the collection of additional documentation from candidates as required, including test scores, resume, professional references, interview outcomes, PR cards and more
  • Prepare digital student admissions file and initiatives review process
  • Create, file, and send physical and electronic copies of offer, rejection, and deferral letters
  • Ensure and track visa documentation is provided by international student to FGS
  • Provide support on additional application documentation including Low GPA Memos, No Degree Memos, Permission to Register, Statutory, Statutory Declaration and more.
  • Support updates to the admission-tracking system and provides weekly/monthly reporting of metrics
  • Act as a key point of contact with FGS, Programs Office and Registrars Office
  • Adhere to FOIP and other relevant regulations in student interactions and as they apply to student and University records

Program Promotion, Conversion & Other

  • Ensure program collateral and websites reflects accurate and up to date admissions information
  • Respond to candidate inquiries via web forms and emails
  • Provide guidance to others in the admission team when responding to complex prospective student inquiries
  • Manage prospective students lists - documents, maintains and monitors program policies and procedures relating to conversion activities
  • Monitor receipt of student deposits prior to matriculating students
  • Collaborate with cross-functional teams to identify opportunities for continuous improvement to the student journey
  • The Admissions Specialist works on other tasks and initiatives as required/requested to support the Student Services team, as well as other HSB stakeholders to ensure strategic plan priorities and student outcomes are realized.

Qualifications / Requirements:

  • A post-secondary degree or equivalent education and experience required
  • Minimum 5-7 years of admissions related experience within a post-secondary institution preferred
  • Proven ability to effectively navigate a large organization and manage relationships with a diverse range of stakeholders, including prospective students, staff, faculty, and other stakeholders preferred
  • The ability to handle ambiguity and resolve emerging issues with initiative and a collaborative mindset required
  • Strong planning and organizational skills, attention to detail, demonstrated ability to thrive in a deadline-driven environment, as well as effective independent decision-making and problem-solving ability required
  • Expert knowledge of standards and practices related to business admissions, and policies and procedures considered an asset
  • Experience creating process documentation such as job aids and training materials considered an asset
  • Attention to detail, excellent written and verbal communications skills required
  • A solid working knowledge of Microsoft Office products (word, excel, etc.) required
  • Expert knowledge of university systems (PeopleSoft, EDMS, etc.) considered an asset
  • Demonstrated experience using CRM systems preferred
  • Experience with project managing events, mass e-communications and social media considered an asset

Application Deadline:  July 22, 2024

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.

This position is part of the AUPE bargaining unit, and falls under the Specialist / Advisor Job Family, Phase 3.

For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website

About the University of Calgary

UCalgary is Canada¿s entrepreneurial university, located in Canada¿s most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada¿s leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit

The University of Calgary has launched an institution-wide Indigenous Strategy committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Equity, Diversity and Inclusion ([email protected]) and requests for accommodations can be sent to Human Resources ([email protected]).

Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role. 

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.