Applicant Support - Undergraduate Admissions

Description

The Admissions Team in the Office of the Registrar is currently seeking a Part-Time Recurring Part-time Applicant Support for Undergraduate Admissions.

Reporting to the Applicant Services Manager, this recurring part-time position supports phone and email advising and provides entry level administrative duties to support the undergraduate application cycle.

The business day for Admissions runs from 8:30 am thru 4:30 pm Monday-Friday. Shifts will typically range from 4-5 hours in duration up to a full 7 hour, Monday to Friday with the exception of statutory holidays and closures. Peak periods are December-July.

The Admissions Office provides centralized application, admission and transfer credit evaluation services for both domestic and international applications to undergraduate programs offered by nine faculties. The office also provides front line advising services to prospective students regarding application procedures and admission criteria as well as to applicants regarding documentation requirements, application status and process. There is a high volume of work supporting more than 40,000 applications, more than 100,000 supporting documents, approximately 40,000 phone inquiries and thousands of emails annually.

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

Supports Applications Processing

• Matches and updates receipt and status of transcripts and other documents on the PeopleSoft system, identifying those application files which are ready for review.
• Enters course and grade data from transcripts onto PeopleSoft.
• Printing letters of admission.
• Collates and packages information for mail outs to students.
• Monitors, responds and directs correspondence (hard copy, departmental email boxes) to appropriate staff.
• Responds to general inquiries and phone inquires.
• PeopleSoft updates to student applications.
• Scans and indexes documents into the appropriate student file.

Student Experience

• Provide friendly, supportive Phone and email advising for all inquiries at Enrolment services.
• Maintain an in-depth and up-to-date knowledge of calendar admission criteria and degree program requirements as well as selection criteria for all programs.
• Provide accurate information to students and stakeholders with tact and discretion, taking into consideration individual circumstances and ensuring compliance with privacy laws.
• Assist students with the completion of their online applications through the Alberta Postsecondary Application Service (APAS), including the process to obtain an Alberta student numbers.
• Monitoring service levels & wait times and identifying to a supervisor when demand exceeds pre-established service thresholds.

Qualifications / Requirements:

• Minimum of a high school diploma.
• Post-secondary education would be considered a strong asset.
• An equivalent combination of skills and experience may be considered.
• Willingness and ability to develop an understanding of University of Calgary undergraduate admissions policies and procedures.
• Proficient with Microsoft Office, email and internet applications.
• Familiarity and/or ability to learn and effectively and efficiently use university systems including PeopleSoft Campus Solutions admissions related modules and document management systems such as Synergize.
• Ability to work in a confidential setting and demonstrate good judgment in dealing with sensitive and confidential situations.
• Demonstrated ability to work in a fast-paced, high pressure, team-based environment with an ability to meet deadlines.
• Ability to embrace change in a dynamic environment.
• Excellent communication and interpersonal skills.
• Must have ability to work independently and as part of a team while working in a supervisor directed setting.
• Must be organized, conscientious and possess a high degree of accuracy and attention to detail.
• Able to perform moderate physical activity.

Application Deadline:  December 9, 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 Operational/Administrative 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.