Admissions Coordinator

Overview:
Responsibility ranges from entry level admissions to a leadership role, leading process and procedural projects and providing the day to day leadership required to ensure all activities are maintained, while resolving more complex problems.

The AC advises and counsels applicants with respect to the implications of and reasons for positive and negative admission decisions. In doing so, he/she must be cognizant of the stresses and pressures that potential students and their guardians are experiencing and delicately handle very sensitive issues so as not to adversely affect the university’s enrolment targets and overall reputation. This requires both Faculty specific and systems specific knowledge, especially when dealing with the many cases that deviate from the norm.

The incumbent is responsible for verifying authenticity, coding and updating data received from or on behalf of applicants such as English Language Test scores, transcripts or other documents that are required before admission decisions can be finalized. As files are completed, the incumbent independently assesses when some applicant files are ready for a decision. In reviewing transcripts he/she is responsible in calculating routine overall grade point averages. As needed, the incumbent is required to code admission amendments to program evaluations as well as program status changes for the applicant.

QUEST (PeopleSoft Student Information System) and DMS (OnBase Document Management System) allows staff to track the status of documents received, correspondence, and generate letters and reports. Throughout the admissions cycle, the incumbent is expected to be able to answer inquires related to admissions decisions, offer conditions, for both OSS and specialty admissions groups (X+X, exchange, part-time, non-degree and extend learning students. The incumbent may have frequent contact with UWaterloo Staff and Faculty Admissions Officers to discuss the status of applicant files and communicate this information precisely and accurately. The AC is expected to run standard queries and extracts to identify the various stages of completion of admissions activities and error checking. The incumbent is required to have a thorough knowledge of business processes and practices to make suggestions for improvements and to identify discrepancies.

Challenges faced by the AC result from: the diversity of end users and system functionality used within the Office, as well as the need to keep abreast of admission requirements, policy and procedure changes being implemented within the Registrar’s Office and University and increase in volume during peak periods. Upgrades to QUEST and DMS systems often lead to changes in administrative processes and procedures.

**Responsibilities**:
Evaluating & Communicating with Applicant
- Problem-solve with respect to one-of-a-kind scenarios & tailors communication e.g. content style and medium, to diverse audiences
- Act as a conduit between applicants and members of the Admissions Team
- Execute decisions with respect to OSS applicant files
- Provide written and oral information regarding policies and procedures of the university to applicants and departmental staff and faculty as it relates to admissions
- Complete student registration, including, but not limited to: add/drop activity, block enrolment, service indicators, term activation, unit load as this pertains to the Exchange and PT/DE
- Review information and provide revisions to the appropriate member of the Admissions Team e.g. Updating information on Future Students website, reviewing content for Viewbooks
- Report problems and issues to the Manager, Admissions Operations where current practice may not be to the best advantage of applicants. Provide viable solutions/suggestions for recommended change, where possible
- Formulates optimal ways to improve service/program in the department, taking into account a longer-term and broader organization perspective
- Liaise with the staff in Registrar’s Office; attend Admissions Team meetings and Recruitment Team meetings as required; keep abreast of policy and procedure changes being instituted
- Provide on-going updates to the other members in the Customer Service team
- Works closely with The Centre staff to train and answer questions that pertain to applicant inquiries

Complexity of Admissions Co-ordinators Accountabilities is Demonstrated by the Following Examples:

- Many of the coding situations handled by the incumbent, such as indexing, coding offers of admission, refusals, transfer credit coding, residency status, course registration, etc. affect the accuracy of Government reporting as well as tuition assessment
- OSS disqualification: new grade information requires a review of grade averages. Errors in calculations can result in the revocation of an offer of admission, which in turn can result in damage to the institution’s reputation and loss of revenue
- A student’s status may change term b