Applications Assistant, Admissions, Student and Enrolment Services

The University of Calgary - Calgary, AB (26 days ago)

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Position Overview

The Admissions Office within Student and Enrolment Services is currently seeking a Full-time Limited Term Applications Assistant for approximately 6 months.

Reporting to the Applicant Services Manager, this position provides prospective students, applicants and newly admitted students with accurate information and guidance regarding admission policies and procedures.

Overtime may be required during peak periods. Attendance at events to support applicants outside of regular work hours will also be required. Some lifting of medium-sized boxes involved.

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

Student Advising and Customer Service

Maintain an in-depth and up-to-date knowledge of calendar admission criteria and degree program requirements as well as selection criteria for all programs
Provide accurate information to students and stakeholders with tact and discretion, taking into consideration individual circumstances and ensuring compliance with privacy laws; frontline communication through email, phones and in-person support
Assist students with the completion of their online applications through the Alberta Postsecondary Application Service (APAS), including the process to obtain an Alberta Student Number (ASN)
Attend activities and events to support undergraduate recruitment and conversion

Support Admissions Process

Match and update receipt and status of transcripts and other documents on the PeopleSoft system, identifying those application files which are ready for an evaluation
Enter course and grade data from transcripts onto PeopleSoft
Enter test result information (English Language tests, SATs, ACTs, AP, WAEC, GCE, etc.) and update applications accordingly
Maintenance of exchange, student researcher, visiting student researcher and dual credit applications and admissions when no evaluation is required
Scan and index documents into the appropriate student file
Monitor and direct correspondence (hard copy, departmental email boxes) to appropriate staff and respond to general inquiries
Maintain effective and collegial working relationships with colleagues in Admissions and Enrolment Services
Place hold on accounts for late/missing transcripts/documents

Manage Printing of Offers and Denial Hard-copy Letters

Initiate and oversee the large volume printing and electronic imaging of various admission letters and mailing labels to students; manually edit information, if required
Review error lists and remediate as appropriate
Establish a schedule that ensures timely printing of all letter types
Collate and package information for mail outs to students
Troubleshoot printer problems

Other Duties

Act as a resource to other units within the Office of the Registrar, Faculties and campus service units

Qualifications / Requirements:
An undergraduate degree is preferred; an equivalent combination of skills and experience will be considered
Minimum 1 year experience working in an office environment; University context is preferred
Minimum 1 year experience working with sensitive documents
Experience completing data entry accurately
Demonstrated understanding of University of Calgary policies and procedures pertaining to admission and registration into degree programs
Fluency in English
Proficient with Microsoft Office, email and internet applications
Familiarity and/or ability to learn and effectively and efficiently use university business systems such as the Student Administration and Communication Generation modules of PeopleSoft and an electronic document management system such as Synergize
Ability to work in a confidential setting and demonstrate good judgment in dealing with sensitive and confidential situations
Demonstrated ability to work in a fast-paced, high pressure, team-based environment with an ability to meet deadlines
Ability to embrace change in a dynamic environment
Excellent communication and interpersonal skills
Must have ability to work independently and as part of a team, be pro-active and self-directed
Must be organized, conscientious and possess a high degree of accuracy and attention to detail
Enjoy working with students
Demonstrated success working with students
Ability to perform moderate physical activity

Application Deadline: January 29, 2020

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

Additional Information

This position is part of the AUPE bargaining unit, and falls under the Operational/Administrative Job Family, Phase 2.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website.

About the University of Calgary

The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit

The University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.