Graduate Admission Coordinator

2 weeks ago

Waterloo, Canada University of Waterloo Full time

Overview:
**Term: 18 months**

The Graduate Admissions Coordinator - Course Based Programs (Coordinator) is a specialist position which coordinates graduate admissions activities for the MEng, MEng-Electric Power Engineering and exchange programs to ensure the enrolment management goals of the Electrical and Computer Engineering (ECE) department are met. S/he is a key resource person for the MEng Program Coordinator, as well as the liaison with Graduate Studies and Post-Doctoral Affairs (GSPA) and Engineering Graduate Office (EGO) to ensure that admission objectives are satisfied to meet targeted deliverables.

The Coordinator is a key component of the quality of student experience in ECE. The Coordinator must have an appreciation for the diverse backgrounds and experiences of the department’s student body.

**Responsibilities**:
Graduate Studies Admissions
- Administers the admissions process for all ECE course-based graduate programs and exchange programs to ensure compliance with Department, Faculty of Engineering, Graduate Studies, and University requirements and conditions of admission
- Evaluates applicants' qualifications and autonomously makes inadmissibility determination
- Evaluates and applies relevant criteria of national and international educational programs and systems to ensure admission requirements or equivalencies are met
- Investigates accreditation of unknown academic institutions
- Applies knowledge and understanding of policies to ensure equity in the evaluation of all applicants
- Verifies document authenticity that are required before admission decisions can be finalized
- Prepares files and background information for special case & special needs applicants for review, and liaises with the MEng Program Coordinator to resolve admission issues
- Ensures that deadlines are achieved and that work meets required standards
- Disseminates recommendations for final approval to the EGO for admission acceptance
- Liaises with GSPA regarding disputed admission recommendations
- Prepares Offer of Admission/Acceptance Letters for accepted students, obtains appropriate authorization, and ensures adherence to graduate regulations
- Monitors acceptance status, deferrals, enrollment status changes and acceptances
- Ensures admission requirements are satisfied for accepted applicants
- Investigates complex student requests, resolves complicated problems, and makes recommendations to applicants
- Communicates adverse decisions with explanation, and recommends options/ alternatives to the applicant if appropriate
- Maintains confidential student database (FileMaker) records for all applicants
- Prepares requests for deferral for GSPA review and follow-up on any decisions made
- Liaises with the MEng Program Coordinator/Advisor to ensure a smooth transition from applicant to active student
- Acts as backup for the Graduate Admissions Coordinator - Research Based Programsduring periods of high volume and absences

Counselling
- Acts as the first point of inquiry for prospective graduate students and responds to inquiries
- Interacts with prospective students/applicants needing assistance with on-line admission
- Resolves complex admission issues and problems in conjunction with the MEng Program Coordinator
- Elaborates on adverse admission decisions which requires a thorough knowledge of policies and procedures to uphold the decision
- Manages conflict resolution which can involve diffusing typically volatile situations
- Counsels applicants on alternative options
- Communicates with international educational institutions, government departments, funding agencies, etc. concerning unique problems pertaining to admission, study permits, scholarships, etc.

Recruitment and Communications
- First point of contact for prospective students interested in ECE graduate programs
- Participates in departmental information sessions (on and off-campus) and University recruitment events including graduate education fairs and program information sessions for prospective students, and other special events as required
- Recommends future recruiting activities
- Works with the MEng Program Coordinator on graduate recruitment strategies and outreach initiatives
- Reviews and updates the Graduate Studies website regarding admissions information
- Provides input on promotional materials e.g. brochures
- Other related responsibilities based on the recruitment plan developed by the MEng Program Coordinator

Data Collection/Reporting/Committee Support
- Prepares data extracts to assist in the academic decision-making process for admissions
- Provides reports and other statistical data to the MEng Program Coordinator and others as requested
Participates in special research projects as required (e.g. tracking how international students are progressing and if current admission criteria support success)

Other
- Attends meetings of appropriate committees and/or workgroups
- Participates in annual graduate student orientation/recr

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