Job Admissions in Toronto

Date Posted: 04/28/2023
Req ID: 30967
Faculty/Division: OISE
Department: Registrar's Office Student Experience
Campus: St. George (Downtown Toronto)
Position Number: 00054671

Description:

About us:

OISE is recognized as a global leader in graduate programs in teaching and learning, teacher education, and education research. OISE’s hub, the Registrar's Office and Student Experience (ROSE), is often the first and last point-of-contact with students. We attract, admit, engage, guide, serve and support a broad range of diverse constituents removing barriers and obstacles to facilitate a positive experience for all students. We aim to deliver student-centred, community focused, seamless and integrated services to future and current students, graduates, faculty and staff in an environment of mutual respect that promotes student satisfaction, engagement and success. Through collaborative partnerships, ourgoal is to promote equitable access to academic,
financial, personal/professional development programs and services beneficial to student success. We aspire to proactively pursue innovation in all services, processes and clear/transparent communications and to provide an environment that will assist in attracting, supporting and engaging students. We work together to make the ROSE a great place to work, learn and grow.

Your opportunity:

The Admissions Coordinator is a key member of the Registrar’s Office & Student Experience (ROSE) team. Under the general direction of the Director, Recruitment & Admissions, the Associate Registrar, Admissions, and the Assistant Registrar, Admissions, the incumbent will play a pivotal role in helping to support OISE’s enrolment goals by ensuring admissions decisions are made in an efficient and equitable manner. You will use your expertise and prior knowledge in admissions to research and recommend policy changes. You will look for opportunities to refine processes and leverage technology and will work together with a team of admissions staff to accomplish these goals. The incumbent will have the opportunity to grow and develop their own skills as a memberof a team of professionals who value EDI, collaboration and professional development.

The Admissions Coordinator analyzes foreign academic documents to assess credentials against Canadian equivalencies. The Admissions Coordinator identifies non-standard cases and escalates for review. The incumbent creates and/or edits original, published admissions policies, procedures, deadlines and requirements. The Admissions Coordinator reviews and approves assessment reports from contract and fellow team members. The incumbent implements plan and process improvements for program activities. The incumber may deliver presentations to promote programs, opportunities and/or initiatives. The Admissions Coordinator interprets applicable guidelines and protocols to determine policy, procedure, deadline and/or requirement violations. The incumbent fosters positive relationships with staff, faculty, applicants, alumni and external partners. The incumbent serves as a resource to others by providing nonsupervisory job-related guidance.

The Admissions Coordinator is tasked with numerous activities such as organization of the application process including receipt, routing of applications and supporting documents, academic assessment of applications which includes the evaluation of credentials (domestic and international), transcripts and other documentation to determine admissibility (e.g. grades, course prerequisites), incomplete file follow-up, tuition deposits, and clearing conditions of admission. Tasks may involve the training of new and/or returning staff and casual staff as required in an admissions cycle. The cycle involves multiple sessions, degrees, programs, fields and collaborative programs. The incumbent processes admission decisions and result correspondence. The incumbent advises applicants and inquirers on matters relating to admissibility, documentation, result letters, conditions of admission, policies and procedures, and other matters. Working both together with the Admissions Assistant Registrar and independently, the incumbent provides leadership and guidance for the ongoing creation, delivery, maintenance, and benchmarking of operations necessary for the admission of students with a strong focus on equity, diversity and inclusion (EDI).

The Admissions Coordinator also works on systems and coordinates process improvements for applicants and admissions. The incumbent works to identify and recommend opportunities to improve the use of technology in admissions, including, but not limited to, streamlining processing and tracking of files, incomplete file review/ follow-up, and applicant communication. The Admissions Coordinator assists in the collection and analysis of admission-related data, including reporting anomalies and trends, maintaining records for historical and comparative purposes and recommending improvements and innovations on the basis of this information. They also assist in the development of improved data gathering and analyzing procedures. The incumbent creates and edits queries and reports for various admission processes. In consultation with the Associate Registrar, Admissions, and Assistant Registrar, Admissions, the Admissions Coordinator reports systems issues to the School of Graduate Studies and liaises on resolution of these issues. The incumber keeps abreast of system changes and suggests process improvements. Working closely with the Associate Registrar, Admissions, and Assistant Registrar, Admissions, the incumbent helps set up the admissions cycle. The Admissions Coordinator identifies, reports and resolves system and application anomalies in student admission records, which includes working with the systems records staff across ROSE. Under the supervision of the Assistant Registrar, the incumbent creates training manuals and standard operating procedures for various admission processes. The incumbent coordinates the maintenance of physical and virtual admission records, transfer of files from admissions to registration, and purging of records, followingthe appropriate record retention policy established by the School of Graduate Studies. The Admissions Coordinator also coordinates the workflow of admissions files with the admissions and credential assessors.

The incumbent works collaborativelyand closely with the Registrar, Recruitment & Admissions Director, Director of Student Experience and Associate Registrar, Registration on student success matters related to admissions, enrolment management, and entrance awards. As admissions often has to convey bad news, enforce policies and urge applicants to adhere to deadlines, the incumbent must be caring, thoughtful and resilient. The incumbent works to create a positive applicant experience.

The incumbent maintains current knowledge of policies, regulations and practices of the University of Toronto School of Graduate Studies, OISE Departments and University of Toronto, plus interprets these for others and acts as an expert resource. The incumbent liaises with OISE Departments, Ontario universities, other feeder institutions, other University of Toronto Faculties, colleges and departments, and is a member of and attends relevant OISE, University of Toronto School of Graduate Studies, University and other related committee meetings. The incumbent participates in recruitment events such as information sessions which may include presentations.

Your responsibilities will include:

• Analyzing foreign academic documents to assess credentials against Canadian equivalencies
• Identifying non-standard cases and escalating for review
• Advising applicants and inquirers on matters relating to admissibility, documentation, result letters, conditions of admission, policies and procedures, and other matters
• Creating and/or editing original, published content and materials
• Identifying and recommending opportunities to improve the use of technology in admissions, including, but not limited to, streamlining processing and tracking of files, incomplete file review/ follow-up, and applicant communication
• Delivering presentations to promote programs, opportunities and/or initiatives
• Coordinating the maintenance of physical and virtual admission records, transfer offiles from admissions to registration, and purging of records, following the appropriate record retention policy established by the School of Graduate Studies
• Serving as a resource to others by providing (non-supervisory) job-related guidance

Essential Qualifications:

• 
  Bachelor's Degree or acceptable combination of equivalent experience.
• Minimum 3 years of recent and relevant experience in the admissions area within a high-volume, deadline-driven. customer service post- secondary environment preferably the University of Toronto or similar environment.
• Extensive experience evaluating transcripts and advising students concerning admissions and program selection.
• Experience interpreting and evaluating international academic credentials is crucial.
• Excellent organizational and time management skills.
• Must demonstrate initiative and tact in dealing with people at all levels and with people of varied cultural backgrounds.
• Proficient knowledge of computer systems and software including Microsoft Office, and other applications.
• Excellent communication skills, both written and spoken; experience delivering presentations (mid/large size audiences).
• Excellent problem-solving skills, comfort navigating/enforcing evolving policy frameworks, as well as agility and adaptability in fast-paced units.
• Ability to work both independently and within a team environment; ability to exercise tact, judgement and discretion.
• Ability to work in a high volume environment and ability to work well under pressure.
• Ability to adapt to new procedures quickly and accurately.
• Respect and maintain confidentiality.

Assets (Nonessential):

• 
  Broad knowledge of OISE programs, procedures and regulations is an asset.

To be successful in this role you will be:

• 
  Accountable
• Communicator
• Organized
• Problem solver
• Resilient
• Resourceful
• Responsible
• Thoughtful

Closing Date: 05/08/2023, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 11 - $67,659 with an annual step progression to a maximum of $86,523. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
Recruiter: Madelaine Panoulias

Lived Experience Statement
Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.