Admissions Coordinator

3 days ago

Kitchener, Ontario, Canada University of Waterloo Full time
Job Title: Admissions Coordinator

About the Role:

The Admissions Coordinator plays a vital role in the University of Waterloo's enrolment process, ensuring a smooth and efficient experience for applicants. This position requires strong communication and problem-solving skills, as well as the ability to work effectively in a team environment.

Key Responsibilities:

  • Evaluate and communicate with applicants regarding their admission status, providing clear and concise information about university policies and procedures.
  • Problem-solve complex scenarios and tailor communication to diverse audiences, ensuring a positive experience for all applicants.
  • Act as a liaison between applicants and the Admissions Team, providing support and guidance throughout the enrolment process.
  • Assess and verify admission files, ensuring accuracy and completeness.
  • Provide written and oral information to applicants and departmental staff regarding university policies and procedures.
  • Complete student registration, including add/drop activity, block enrolment, and service indicators.
  • Determine and verify accuracy for coding of English language test scores, transfer credits, and other relevant documents.
  • Review information and provide revisions to the Admissions Team, updating information on the Future Students website and reviewing content for Viewbooks.
  • Report problems and issues to the Manager, Admissions Operations, providing viable solutions and suggestions for improvement.
  • Formulate optimal ways to improve service and programs in the department, taking a longer-term and broader organization perspective.
  • Liaise with staff in the Registrar's Office, attending Admissions Team meetings and Recruitment Team meetings as required.
  • Provide ongoing updates to the Customer Service team.
  • Prepare Offer Package material for release in paper format or electronically via email.

Complexity of Admissions Co-ordinator Accountabilities:

  • Many coding situations handled by the incumbent affect the accuracy of Government reporting and tuition assessment.
  • OSS disqualification requires a review of grade averages, with errors potentially resulting in the revocation of an offer of admission.
  • A student's status may change term by term, impacting departments such as Student Finance, Student Awards, and Cooperative Education and Career Services.
  • Academic Advisement, Student Awards, and Financial Aid are immediately impacted by admissions updates.

Communication & Stakeholder Focus:

  • Respond to inquiries from applicants, UWaterloo Staff, and Faculty Undergraduate Advisors regarding the status of an applicant's file.
  • Provide additional support to the Customer Service Team, answering inquiries and dealing with applicants directly to explain policies and procedures.

Pre-Assessment of Applicant Files:

  • PT/DE applicant files are pre-assessed for completeness and recommendations are shared with the Non-OSS Admission Officer.
  • Post Degree and in-coming Letter of Permission (LoP) applicant files are assessed and decisions communicated directly to the applicant.
  • Exchange files are pre-assessed for completeness and forwarded for review and decision to the appropriate faculty representative.
  • Athlete files are closely monitored, pre-assessed, and passed to the AR for review and decision in a timely manner.

Document Management System (DMS):

  • Query on student files for decisions, document checks, and OUAC details.
  • Accurately match all documents received to student files, re-index unmatched documents or errors.
  • Index (paper and e-batches) to applicant file.
  • Indexing of electronic IELTS results.
  • Identify discrepancies and communicate these to the Admissions Systems team.
  • Complete quality assurance checks on all indexed documents.

Reporting:

  • Run standard queries to gather data from the Student Information System (PeopleSoft/QUEST) and Document Management System (DMS) to identify the various stages of completion of admissions activities.
  • Required to have a thorough knowledge of business processes and practices to accurately identify discrepancies or anomalies.

Recruitment and Admissions Activities:

  • Opportunity to participate in the 3-day Ontario Universities' Fair that takes place annually in Toronto.
  • Opportunity to participate in on-campus events such as March Open House, Day, and other recruitment-related activities.
  • Aids in the training of Liaison travelers and student ambassadors.
  • Undertake research and specialized projects or coding as determined by the Manager, Admissions or Associate Registrar Admissions.
  • Aids in the administration of certain office-wide responsibilities, including examinations, convocation, and general duties as may be determined.

Qualifications:

  • Some post-secondary education and/or equivalent work experience.
  • Previous customer service experience required.
  • Progressive experience with proven track record of success in admissions.
  • Experience dealing with stakeholders and/or educational organizations.
  • Previous administrative experience an asset.
  • Experience with Microsoft Word.
  • Experience with Microsoft Excel.
  • Experience with Microsoft PowerPoint.
  • Experience with Microsoft Access is an asset.
  • Experience using online Student Information Systems and DMS is an asset.

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