Job Description

Reporting to the Director, Admissions and working in collaboration with the Admissions & Recruitment team, the Admissions Coordinator provides accurate information and makes referrals to to support applicants for admission to undergraduate programs at OCAD University (OCAD U). The Admissions Coordinator is responsible for the administrative processes for undergraduate applicants, including processing, evaluating, and maintaining records and responding to requests for assistance in completing the process, meeting requirements and relocating to Toronto. The incumbent builds and maintains strong relationships with providers in the areas of English language programs, academic upgrading, housing, scholarships and awards and other resources as identified to support the transition of applicants to student status at OCAD University (OCAD U).

Summary of Responsibilities:

• Work with the Director and departmental staff, OCAD U students, faculty and staff to ensure current knowledge of all programs, admission policies, procedures, and entrance requirements
• Support prospective students and applicants throughout the admission process, advise applicants on academic, admission and portfolio/supplemental requirements, and provide guidance in the transition to student status
• Update and maintain applicant records using the University\xe2\x80\x99s Student Information System (SIS) and audit data for accuracy in accordance with applicant documentation from the Ontario Universities\xe2\x80\x99 Application Centre (OUAC), maintain accurate automated and manual filing systems
• Assess applicant files for academic entrance requirements including averages, course requirements, and language proficiency for a diverse range of applicants from multiple education systems and countries
• Conduct reviews of applicant records throughout the admission cycle and before files are finalized and student records are created
• Refer relevant applicants to the Senior Admissions & Transfer Officer for transfer credit consideration
• Respond to telephone, e-mail and in-person inquiries regarding the admissions process, requirements and admission decisions from prospective students, parents, guidance counsellors, teachers and the general public
• Generate, disseminate, and maintain historical records of applicant files and correspondence
• Activate relationships with external housing partners and provide referrals to applicants in search of housing options
• Work with the English for Art & Design (EAD) Program Coordinator to ensure that eligible applicants can register for the English for Art & Design (EAD) program
• Research and maintain knowledge of English Language Pathway partner programs, including start/end dates and entry requirements, and refer applicants as needed
• Research and maintain knowledge of external entrance scholarship and award opportunities, and make referrals to applicants in search of funding options
• Refer applicants to transition programming available to incoming students through other OCAD U departments (i.e. Campus Life, Writing & Learning Centre, Registrar\xe2\x80\x99s Office, Student Accessibility Services, etc.)
• Work with Admissions & Recruitment team members, the OUAC and OCAD U IT/ERP staff to identify and resolve application and technical issues
• Provide high quality service and respond to telephone, email and in- person inquiries, and ensure that admissions activities are consistent with the established structures and policies, as well as standards of quality and customer service
• Participate in overall strategic admissions and recruitment planning, developing and implementing student admissions initiatives and special projects, portfolio review events, online and in-person information sessions, and communications
• Represent OCAD U at on-campus and off-campus student recruitment events, including portfolio review events, as required
• Participate in the hiring, training, scheduling and supervision of student monitors, volunteers, and casual staff supporting the department, ensuring relevant Health & Safety training has been provided
• Contribute to the development of diversity, equity, inclusivity, and accessibility (DEIA) strategies throughout all admissions programs, services and communications
• Support the Admissions & Recruitment team in all duties contributing to the successful operation of the department

Qualifications:

• Postsecondary degree, with a minimum of three (3) to five (5) years of administrative experience, preferably in a postsecondary educational environment, or equivalent; a degree in in fine art, design or a related field an asset
• Familiarity with Ontario, Canadian and International secondary and postsecondary school systems, proven knowledge of admission requirements, admission protocols, scholarship opportunities, external housing facilities and language and literacy concepts essential
• Demonstrated commitment to providing outstanding customer service for a diverse population of prospective students
• Demonstrated computer skills, with working knowledge of Microsoft Office applications with attention to spreadsheet, database and reporting applications.
• Knowledge of the Ellucian Colleague Student Information System an asset
• Demonstrated communication and interpersonal skills, with the ability to work collaboratively in a team environment
• Demonstrated attention to detail and organizational skills, including the ability to prioritize tasks and meet deadlines
• Possession of a valid Ontario driver\xe2\x80\x99s license and availability to travel and/or work evenings and/or weekends as required
• Demonstrated commitment to the principles of equity and diversity and experience promoting a respectful work and learning environment for students, staff and faculty
• Strong mathematical and accounting abilities; good writing and editing skills
• Excellent interpersonal, communication, organizational and analytical skills
• Demonstrated ability to take initiative and work independently and participate collaboratively in a team environment

Compensation: Hiring Range - $47,259.83 to $54,056.84 per annum, commensurate with experience, plus benefits; Salary Range - $47,259.83 to $61,314.09 per annum.

Hours of Work : Total of 35 hours per week. The incumbent in this role will be expected to report to work on campus.

Please review the for all up-to-date information regarding COVID-19 protocols.

OCAD University\xe2\x80\x99s vaccine mandate will be in abeyance until further notice. However, to ensure continuity of teaching, learning and campus activities throughout the year, the University expects all students, staff and faculty to maintain up-to-date vaccination records.

Application Deadline: Interested applicants are invited to submit an updated resume, with a cover letter by selecting "Apply Now" below. The review of applications will begin immediately and will continue until the position has been filled.

As an employer committed to employment equity, we encourage applications from members of equity-seeking communities including women, racialized and Indigenous persons, persons with disabilities, and persons of all sexual orientations and gender identities/expressions.

We encourage members of designated equity-seeking groups to self-identify within the voluntary Applicant Questionnaire .

In order to alleviate the under-representation of racialized and Indigenous administrators, priority in hiring will be given to qualified racialized and Indigenous persons who self-identify as such in the application process. This initiative is a special program under the Ontario Human Rights Code.

OCAD University is committed to providing an inclusive and barrier free experience to applicants with accessibility needs. Requests for accommodation can be made at any stage during the recruitment process. Please People & Culture for more information or refer to

All qualified persons are encouraged to apply; however, Canadians and permanent residents of Canada will be given priority. While we thank all candidates for their interest, only those short-listed will be contacted.

OCAD University