Job Description

Position Overview

The Haskayne School of Business is currently seeking a Full-time Limited Term Coordinator, Admissions for approximately 2 years.

This position will report to the Manager, Graduate Student Services and also receives guidance on day to day priorities from the Recruitment and Admission Officers. The incumbent is responsible for providing a broad range of support to both students and team members across the admissions and conversion process. The Admissions Coordinator therefore plays a critical role in delivering upon a high quality prospective student experience and must balance competing priorities whilst delivering outstanding levels of service.

The incumbent will provide specialized support and input to the Director, Graduate Program Recruitment in support of the admission and conversion process across all graduate programs.

Position Description

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

Admissions:

• Adheres and is an expert on the admission checklist and process.
• Provides accurate and timely information and guidance to students on all aspects of student admission process (wherever possible within one working day).
• Monitors student application status in PeopleSoft and proactively works with the Recruitment and Admissions Officers to encourage candidates to complete their applications.
• Confirms that candidate transcripts meet the Faculty of Graduate Studies requirements and calculates the GPA.
• Requests additional documentation from candidates as required, e.g., copy of PR card or student visa.
• Once online applications are complete, prepares student file for review and alerts Recruitment and Admission Officers.
• Creates, files and sends physical and electronic copies of offer, rejection and deferral letters.
• For international students, ensures Visa documentation is collected an sent to FGS.
• Supports updates to the admission-tracking system and provides weekly / monthly reporting of metrics.
• Key point of contact with the Faculty of Graduate Studies and Registrars Office.
• Adheres to FOIP and other relevant regulations in student interactions and as they apply to student and University records.

Conversion:

• Implements and maintains lead tracking system, process and templates using CRM; provides reports on lead conversion.
• In collaboration with Marketing and Community Engagement team and Recruitment and Admissions Officers creates, implements and maintains prospective student conversion events and initiatives.
• Ensures that conversion and related event collateral reflects accurate and up to date information.
• In collaboration with Marketing, Communication and the Recruitment Coordinator develops social media, email and other content market campaigns.
• Responds to candidate inquiries via web forms and emails; enters lead information into program.

CRM (wherever possible within one working day):

• Plans and arranges logistics for in-person and online conversion events.
• Tracks registration and participation in conversion events and sends follow up communication to candidates.
• Plans and co-ordinates candidate class visits, connecting individuals with students with shared interests / backgrounds.
• Co-ordinates phone calls and face-to-face meetings between prospective candidates and Recruitment and Admissions Officers where needed.
• Acts as key point of contact for external providers of conversion events and services.
• Assists with the maintenance of prospective students lists - document, maintain and monitor program policies and procedures relating to conversion activities.

Other:

• Monitors receipt of student deposits prior to matriculating students
• Collaborate with rest of program team to identify opportunities for continuous improvement
• Collaborate with rest of program team to ensure a seamless student experience

Qualifications / Requirements:

• A post-secondary degree in management, business, marketing or communications or related field is required.
• A minimum of 2 years of progressive related experience, preferably within a post-secondary Institution, is required.
• The proven ability to effectively navigate a large organization and manage relationships with a diverse range of stakeholders, including students, faculty, internal and external delivery partners, would be considered an asset.
• Strong planning and organizational skills, as well as effective decision-making and problem solving ability required.
• The demonstrated ability to operate effectively within a dynamic, customer-facing, team environment is required.
• Excellent written and verbal communications skills are essential to the position.
• The ability to handle ambiguity and resolve emerging issues with initiative and a collaborative mindset is essential.
• A positive and professional demeanor is essential.
• Strong attention to detail is required.
• Demonstrated ability to thrive in a deadline-driven environment and be a team player is essential
• A solid working knowledge of the suite of Microsoft Office products is required.
• A solid working knowledge of content marketing (Marketo) and CRM systems would be considered an asset.
• Experience with project managing events, mass e-communications and social media would be considered an asset.
• Experience with post-secondary admissions process and understanding of the university environment would be considered an asset.

Application Deadline: May 09, 2023

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 Specialist/Advisor Job Family, Phase 1.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our . For more information visit [i .

The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.

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 has launched an institution-wide in line with the foundational goals of , committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

As an equitable and inclusive employer, 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 academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the ( ) and requests for accommodations can be sent to Human Resources ( ).

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.

University of Calgary