Recruitment and Admissions Product Specialist

At theUniversity of Waterloo we create and promote a culture where everyone can reach their full potential. As an employee you get support & opportunities that empower you to advance your career. Explore how we can bring big ideas to life together. The University is a welcoming workplace for those of all abilities interests and expertise. As part of our workforce you can do what you do best every day.

Learn more about our recruitment process.

Job Requisition ID:

Time Type:

Employee Group:

Job Category:

Employment Type:

Department:

Hiring Range:

Posting Information:

This posting is for an existing vacancy.

The internal posting deadline for this position is January 22 2026 at 11:59PM.

Job Description:

Job Description

Primary Purpose

The Registrars Office (RO) is involved in the full student enrolment funnel including marketing and communications undergraduate recruitment and admissions scheduling enrolment examinations student awards and financial aid development and application of academic policies and convocation. The Recruitment and Admissions Product Specialist reports to the Recruitment and Admissions Product Owner and is accountable for supporting and improving systems and processes within the recruitment and admissions portfolio.

The Product Specialist is a subject matter expert in recruitment and admissions systems and processes. They work under the direction of the Product Owner to deliver and maintain high value systems and related processes to business partners in the RO and across campus. As a member of an agile team they step in as needed to perform business analysis process analysis quality assurance and configuration to SaaS platforms.

Recruitment and Admissions Product Specialists will move through the career path by demonstrating increased proficiency across a competency continuum applied to the key accountabilities and required abilities that range from practical knowledge to skilled to expert to strategist.

Key Accountabilities

Recruitment and Admissions System Support

Builds maintains and optimizes forms workflows source formats portals and cross functional/communication templates for both MUR and admissions partners in Slate.

Manages integrations with internal data sources (PeopleSoft WCMS) and external data sources (e.g. OUAC Kira IB) and implements new data connections as needed.

Collaborates with business partners to iteratively improve processes and strategies using system capabilities and data insights.

Recommends and implements technology-driven enhancements to system functionality.

Coordinates with the Registrars marketing and undergraduate recruitment unit to execute system design and messaging that is consistent with the UW brand.

Consults with Graduate Studies and Postdoctoral Affairs to ensure consistent applicant experience across programs.

Documents system procedures develops user guides and facilitates user training and support.

Develops deep expertise in system functionality and data flow including integration with the student information system.

Provides ad hoc reporting and analyzes requests to standardize and automate reporting processes.

Maintains system security access applying the principle of least privilege with attribute-based and role-based controls.

Supports system testing for continuous improvements and vendor upgrades.

Engages with peer institutions to share insights and adopts best practices.

Implements annual changes to OUAC data files and ensures compliance with data requirements.

Provides comprehensive system support to the Registrars Office Admissions and Marketing Undergraduate Recruitment teams.

Business and Process Analysis

Provides business analysis on projects impacting recruitment and admissions systems (including integrations) using the Business Analysis Core Concept Model (BACCM) as an organizing model to understand required changes and how to create value.

Provides business process analysis by ensuring current state processes are understood and documented and iterated upon as needed to enhance the applicant and staff experience.

Maintains project documentation in Jira and Confluence.

Plans documents and executes quality assurance testing on all implemented requirements.

Guides business partners through user acceptance testing on implemented requirements.

Acts as a recruitment and admissions subject matter expert working with Student Information Systems BSAs on projects that impact or are impacted by recruitment and admissions systems.

System Maintenance Enhancements and Operational Support

Oversees daily function configuration and health of recruitment and admissions systems.

Troubleshoots and resolves escalated technical issues ensuring system reliability and data integrity.

Coordinates and implements system updates patches and feature enhancements.

Monitors system performance and proactively identify areas for process or workflow improvement.

Supports the intake and triage of support requests collaborating with IST and external vendors as needed.

Maintains and updates integrations with external data sources and partners.

Client Relationships and Support

Builds and maintains effective working relationships with partners within the RO and across campus often acting as a liaison between functional and technical requirements.

Proactively engages with partners to identify opportunities for process and/or system improvements.

Serves as the main point of contact for advanced user support addressing complex questions and technical challenges.

Provides guidance and training to users develops clear documentation and facilitates onboarding for new staff.

Other

Supports and participates in a number of other activities and events for which the Office is responsible and such general and specific duties and assignments that may be determined by the Registrar.

Performs other duties and assists with special projects as assigned.

Required Qualifications

Education

Undergraduate degree required or a suitable combination of education and systems experience in a post-secondary environment.

Recognized business analysis certification is nice to have e.g. ECBA CCBA PBA.

Recognized business process management certification e.g. CBPA CBPP Six Sigma Yellow Belt or higher would be an asset.

Experience

2 or more years of business analysis experience with a focus on student information systems.

2 or more years of process analysis experience with a focus on post-secondary recruitment and admissions processes.

2 or more years of experience in post-secondary recruitment and/or admissions.

Experience working with recruitment and admissions systems; Slate is strongly preferred.

Experience working with project management and collaboration tools; Atlassian is strongly preferred.

Knowledge/Skills/Abilities

Solid understanding of admissions and recruitment processes in a post-secondary environment.

Strong technical proficiency with recruitment and admissions systems and related integrations.

Analytical and problem-solving skills with the ability to interpret data and identify actionable insights.

Excellent communication skills able to translate complex technical concepts for diverse audiences.

Experience with system integrations data mapping and troubleshooting data flows.

High attention to detail and commitment to data quality and security.

Ability to manage multiple priorities and adapt to changing requirements.

Collaborative mindset fostering positive relationships with internal and external stakeholders.

Curiosity and initiative to explore new technologies and process improvements.

Experience with documentation training and user support in a post-secondary environment.

Advanced troubleshooting and root cause analysis skills especially for escalated issues.

Ability to interpret business needs and translate them into technical solutions.

Adaptability and initiative to stay current with technology changes and sector best practices.

Strong organizational skills able to balance operational demands with project-based work.

Lifelong learner with growth mindset identifies learning needs goals and resources for learning and research.

Familiarity with relevant legislative and compliance requirements (e.g. FIPPA AODA) is preferred.

Proficiency in Slate (or a comparable system) is required.

Proficiency in the full M365 suite including Visio is required.

Proficiency in Jira Confluence and Jira Service Management is required.

Familiarity with Quality Assurance practices is preferred.

Familiarity with PeopleSoft Campus Solutions is an asset.

Familiarity with Azure Databricks is an asset.

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral Anishinaabeg and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research learning teaching and community building and is coordinated within the Office of Indigenous Relations.

The University values the diverse and intersectional identities of its students faculty and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity anti-racism and inclusion. As such we encourage applications from candidates who have been historically disadvantaged and marginalized including applicants who identify as First Nations Métis and/or Inuk (Inuit) Black racialized a person with a disability women and/or 2SLGBTQ.

Positions are open to qualified candidates who are legally entitled to work in Canada.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application interview or workplace accommodation requests please contact Human Resources or ext. 45935.