Graduate Admissions and Recruitment Administrator

Overview:
**Responsibilities**:
Graduate Studies Admissions
- Administers the admissions process for the Master’s, PhD and Nanotechnology programs, using the OnBase system to ensure compliance with Department, Faculty of Engineering and University policies and procedures
- Works closely with the Associate Chair, Graduate Studies on admission decisions for prospective MEng and Nanotechnology students
- Prepares and sends refusal letters to unsuccessful applicants
- Coordinates distribution of applicant files among potential supervisors for consideration and acceptance decision of potential students
- Tracks and updates the MME student record database for acceptance status, deferrals, enrollment status changes and acceptances
- Ensures admission requirements (TOEFL, GPA, final transcripts, GRE, etc.) are complete for accepted applicants
- Interacts with students and advisors needing direction with on-line admission services for prospective students and applicants

Recruitment Activities
- Organizes and participates in event planning, prepares documentation and makes arrangements for on-campus and off-campus recruitment events
- Coordinates the preparation and dissemination of all printed materials related to graduate programs in the Department of Mechanical and Mechatronics Engineering in consultation with the Department marketing team, Associate Chair, Graduate Studies, and Department Chair
- Works closely with Associate Chair, Graduate Studies, the Department marketing team, and the Department Chair, to assist with marketing the Masters and PhD graduate programs and certificates to industry contacts and coordinates and participates in on-site meetings
- Explores potential opportunities for off-campus course offerings and distance education delivery
- Participates in recruitment events
- Provides input on promotional materials e.g. brochures
- Organizes departmental information and program information sessions for prospective students, and special events as required
- Maintains graduate studies section of MME web pages and develops new pages as required

Data Collection, Reporting, Committee Support
- Analyzes and interprets student and program data to provide statistics and reports e.g. time to degree completion
- Provides research support to the Associate Chair, Graduate Studies including data collection and analysis in support of MME strategic priorities
- Administers Graduate Student Exit Survey and key performance indicators to develop retention strategies
- Provides support to departmental appraisals, accreditations and planning documents, as needed

Other
- Participates on University level Admission working groups, as required to help represent the interests of the Department
- Recommends and facilitates the introduction of new technologies and methods to enhance efficiency and streamline procedures
- Provides support in all administrative areas in the absence of other MME staff and performs other duties as assigned from time to time
- Performs other duties and assists with special projects as assigned

Qualifications:

- Bachelor’s degree in related field or equivalent combination of experience and/or education
- Minimum two years’ experience in the advisement and administration of a graduate or undergraduate studies program in an academic environment. Interpersonal skills to effectively liaise with the campus community, faculty, staff and students. Proven ability to manage multiple priorities with a high level of initiative, flexibility, accuracy and detail, with minimum supervision
- An intermediate knowledge is required of MSWord, MS Outlook, Excel and a basic knowledge of PowerPoint
- Communication (both written and verbal) skills with proven ability to articulate and
- interpret issues, guidelines or policies to others clearly and without error
- Demonstrated ability to work independently and remain focused in a high volume environment
- Thoroughness, accuracy, and attention to detail are essential
- Demonstrated ability to handle confidential and sensitive information with discretion
- Demonstrated problem solving skills and good judgement required to interpret inquiries
- Ability to interact with people from a wide variety of backgrounds and cultures in a professional
- and diplomatic manner
- Analytical skills to coordinate data collection and report preparation
- Working knowledge of university systems such as OnBase, Quest, Slack and SharePoint is an asset
- Comprehensive understanding of university policies and procedures as they relate to graduate
- studies an asset
- Knowledge of admissions criteria and/or international education systems desirable

Equity Statement:
The University of Waterloo is committed to implementing the Calls to Action framed by the Truth and Reconciliation Commission. We acknowledge that we live and work on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. The University of Waterloo is situated on the Haldimand Tract, the land