Admissions Coordinator

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Posting Information:
This posting is for an existing vacancy.

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

This is a Career Path position. The final level will be determined based on demonstrated skills and experience.

Anticipated hiring ranges:
USG 5: $50006- $62507

USG 6: $55602- $68828

USG 7: $60384- $75481

Job Description:

Primary Purpose

This career path position holds increasing levels of responsibility for the delivery of all functional activities related to admissions this capacity the Admission Co-ordinator (AC) is trained to handle admissions processes and procedures. The incumbent works within a team of 10-12 people and may be assigned responsibility for various procedures related to communications with applicants seeking admission to the University. For example the Admissions Co-ordinator is required to answer telephone in person and email inquiries from applicants regarding the status of their admission file decision. The incumbent is required to track and communicate Ontario Secondary School (OSS) special case reviews that fall below normal admission requirements or do not follow normal OSS requirements.

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 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 universitys 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 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 (XX 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 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 Registrars 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.

Annually more than 60000 students apply for undergraduate studies at the University. The incumbent has responsibility for email telephone and in-person support for undergraduate addition the incumbent is responsible for processing undergraduate applicant documents by established deadline dates.

Key Accountabilities

Evaluating & Communicating with Applicant

Acknowledge and respond to applicant inquiries regarding the status of their applications interpretation of admission requirements and procedures

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

Assess and verify admission e-files with regard to OSS applicants; pre-assess acknowledge and prepare files for Part-time/Distance Education (PT/DE) applications for admissibility

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

Determine and verify accuracy for coding of: English language test scores transfer credits transcript text exchange applications letters of permission agent approvals

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 Registrars 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

Prepare Offer Package material (for release in paper format or electronically via email)

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 institutions reputation and loss of revenue

A students status may change term by term from full-time enrolment to part-time Letter of Permission or an Exchange program. Departments such as Student Finance Student Awards Co-operative Education and Career Services and Undergraduate Offices rely on this information to trigger essential processes in their respective areas

Academic Advisement Student Awards and Financial Aid Student Accounts and Student Records are immediately impacted by admissions updates

Communication & Stakeholder Focus:

The incumbent will respond to inquiries from applicants UWaterloo Staff and Faculty Undergraduate Advisors regarding the status of an applicants file

The incumbent will provide additional support to the Customer Service Team that is the students first line of contact when visiting the Registrars Office. S/he will be expected to answer inquiries and deal with applicant 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 while working closely with the Athletics Director

Document Management System (DMS):

Query on student files for decisions document checks as well as 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) & 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 such general and specific duties as may from time to time be determined

Required Qualifications

Education

Some post-secondary education and/or equivalent work experience

Previous customer service experience required

Experience

Progressive experience with proven track record of success in admissions

Experience dealing with stakeholders and/or educational organizations

Previous administrative experience an asset

Knowledge/Skills/Abilities

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

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.