Student Admissions Specialist, Graduate Science Centre

Description

The Graduate Science Centre in the Faculty of Science is currently seeking a Full-time Regular Student Admissions Specialist.

Reporting to the Lead, Student Recruitment, the Student Admissions Specialist is the primary point of contact for prospective graduate students. The incumbent is responsible for pre- admission evaluation, admission evaluations and coordinating a consistent admission process for admissions, streamlining communications to prospective and newly admitted students, and supporting the recruitment and conversion. The incumbent will deliver high quality support to prospective students during the recruitment and admission process through to onboarding newly admitted graduate students.

The Student Admissions Specialist 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 be comfortable delivering public-facing presentations and communicating with audiences from diverse backgrounds and enthusiastically support commitment to teamwork.

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

Admissions

• 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.

Applicant/Prospective Student Communication & Support

• 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.

Conversion and Onboarding

• 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.

Other

• 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.

Qualifications / 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.

Application Deadline:  September 15, 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 2.

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 ucalgary.ca.

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.