Graduate Admissions Assistant, Faculty of Graduate Studies

Description

The Admissions Team in the Faculty of Graduate Studies provides centralized application review services for both domestic and international applications to graduate programs. The Graduate Admissions Assistant reports to the Manager, Graduate Admissions and will play a critical role in the processing of the applications.

The Faculty of Graduate Studies is currently seeking a Recurring Part-time Graduate Admissions Assistant until March 31, 2028. In accordance with policies and standards established by the University, the Graduate Admissions Assistant will provide expertise in work related to the admission of students to graduate programs at the University of Calgary. The Graduate Admissions Assistant will follow up with applicants where things are missing or require clarification, and resolve any issues related to the application before they move to the final evaluation.

The Graduate Admissions Assistant has the expertise and advising capabilities to help applicants navigate through academic regulations and criteria to confirm their eligibility and provide support through the application process.

High standards in quality are necessary as errors directly affect applicants, students, the confidence of academic units, and the reputation of the University of Calgary. Efficient time management is critical to ensure all deadlines are met and to ensure the efficient completion of work responsibilities related to the position. There is a very high volume of work with many interruptions, and it is imperative that the Graduate Admissions Assistant can work well in a team-based, open office environment.

This position requires a high level of attention to detail and accuracy, and the ability to multi-task is essential.

The position provides advising and support to applicants through email. This will require flexibility, especially at times of high volume and demand during peak periods. Strong communication skills are critical to ensure that accurate and responsive information is provided to avoid misunderstandings or difficult encounters. Discretion and tact must be exercised, and good judgment followed.

Hours of work will vary throughout the year based on operational requirements. We anticipate increased hours from September through April during peak admission cycles, with reduced hours during the summer months (May-August).

• Maintains up-to-date knowledge of calendar admission criteria for graduate programs and a thorough understanding of the University of Calgary website and where to find information.
• Contacts applicants through phone or email where more information is needed before an application can proceed to the program for evaluation.
• Provides accurate and timely information to applicants by email on admission requirements, processes and regulations. This includes advising on clearing holds, clarifying identity concerns, advising in situations where students are requesting concurrent registration, and providing clarification when documents uploaded do not meet the criteria for what has been requested.
• Resolves issues or missing information in the application by providing applicants with correct information and next steps.

• Gains and applies an in-depth knowledge of calendar admission criteria and basic program requirements for graduate programs.
• Determines what information is missing and which documents are needed on a case-by-case basis to proceed with the admission review.
• Coordinates with other offices on campus to ensure a thorough understanding of application materials requested.
• Assists with GPA calculations.
• Performs application maintenance and application updates as they pertain to status in People Soft; determines when applications are ready for program evaluation and codes them appropriately.
• Ensures applicants receive accurate and timely updates on the status of their application either by email or via the People Soft Student Centre.

• Verifies that incoming official transcripts can be considered final and removes from the student to-do list; contacts students when further official documents are required.
• Other related duties as assigned.

• Bachelor's degree in a related field and/or a certificate or diploma in administration is required.
• 2-3 years of experience working in student administration and/or admissions, including answering inquiries, processing applications, transcripts, and test scores is required.
• Experience in a high-volume office environment required, preferably in the post-secondary context and including document management and data entry.
• Demonstrated understanding of University of Calgary academic policies and procedures pertaining to admissions.
• Intermediate to advanced skills in Microsoft Office, including Microsoft Excel. The ability to develop and maintain reports in Excel and analyze data is a strong asset.
• Experience with UCalgary Student…