Graduate Admissions Assistant, Faculty of Graduate Studies

Description

The Dean's Office in the Faculty of Graduate Studies is currently seeking a Full-time Limited Term Graduate Admissions Assistant for approximately 9 months.

The Admissions Team in the Faculty of Graduate Studies provides centralized application review services for both domestic and international applications to graduate programs. The Graduate Admissions Assistant reports to the Manager, Graduate Admissions and will play a critical role in the processing of the applications.

This position works to provide specialized knowledge in the area of graduate admissions to guide the applicant through the resolving of any issues with their application. In doing so, the Graduate Admissions Assistant has front-line applicant-facing responsibilities to provide accurate information and guidance to applicants with respect to procedures, policies and regulations related to graduate admissions. The Graduate Admissions Assistant is highly knowledgeable on admission criteria and processes. Responsibilities include overseeing select email categories of a high-volume email account and responding to complex inquiries, and regularly actioning various specialized tasks that are imperative to ensuring applications are processed correctly and in a timely manner before they are sent to the program for final evaluation. There is a requirement in this role to highlight trends in applicant challenges and opportunities so that the team can continue to enhance clarity around the admission processes and student experience.

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

• Maintains up-to-date knowledge of calendar admission criteria for graduate programs and a thorough understanding of the University of Calgary website and where to find information.
• Contacts applicants through phone or email where more information is needed before an application can proceed to the program for evaluation.
• Provides accurate and timely information to applicants by email on admission requirements, processes and regulations; this includes advising on clearing holds, clarifying identity concerns, advising in situations where students are requesting concurrent registration, and providing clarification when documents uploaded do not meet the criteria for what has been requested.
• Resolves issues or missing information in the application by providing applicants with correct information and next steps.
• Gains and applies an in-depth knowledge of calendar admission criteria and basic program requirements for graduate programs.
• Determines what information is missing and which documents are needed on a case-by-case basis to proceed with the admission review.
• Coordinates with other offices on campus to ensure a thorough understanding of application materials requested.
• Assists with GPA calculations.
• Performs application maintenance and application updates as they pertain to status in PeopleSoft; determines when applications are ready for program evaluation and codes them appropriately.
• Ensures applicants receive accurate and timely updates on the status of their application either by email or via the PeopleSoft Student Centre.
• Verifies that incoming official transcripts can be considered final and removes from the student to-do list; contacts students when further official documents are required.

Qualifications / Requirements:

• Bachelors degree in a related field and/or a certificate or diploma in administration is required.
• 2-3 years of experience working in student administration and/or admissions, including answering inquiries, processing applications, transcripts, and test scores is required.
• Experience in a high-volume office environment required, preferably in the post-secondary context and including document management and data entry.
• Demonstrated understanding of University of Calgary academic policies and procedures pertaining to admissions.
• Intermediate to advanced skills in Microsoft Office, including Microsoft Excel.
• The ability to develop and maintain reports in Excel and analyze data is a strong asset.
• Experience with UCalgary Student Information System (PeopleSoft Campus Solutions) and Synergize Electronic Document Management System (EDMS).
• Ability to work in a confidential setting and demonstrate good judgment in dealing with sensitive and confidential situations.
• Ability to evaluate eligibility of incoming applications with respect to admissions criteria and make decisions accordingly.
• High level of organization with the ability to manage a heavy volume of work and complete tasks efficiently is required.
• Demonstrated success as a positive, collaborative, and supportive team member.
• Demonstrated excellence in written and verbal communication skills. Ability to plan and develop communications to prospective students.
• The ability to manage ones own workload to minimize stress, maintain wellness and model desired work behavior is required.
• Must be able to manage multiple changing priorities while still maintaining and meeting deadlines.
• Ability to quickly learn new processes and procedures associated with different technologies and information systems.

Application Deadline:  October 2, 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 1.

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.