Admissions/Records Coordinator Jobs

This position is a part of the Non-Academic Staff Association (NASA).

This position has a term length of 1 year plus a day and offers a comprehensive benefits package which can be viewed on our Benefits Overview page .

Secondments will be considered.

Location - North Campus Edmonton. This role is hybrid with a mix of remote and in-person.

Working for the Department/Faculty

Founded in 1912, the Faculty of Law is the oldest law school in Western Canada. Members of the Faculty are recognized nationally and internationally as leading scholars and teachers, and lead by example in their service to the university, legal and civic communities. The Faculty enrolls approximately 525 JD students and operates a robust graduate program. Law is also home to four research groups that contribute research, ideas, innovation and policy expertise to important areas of public concern: the Health Law Institute, the Centre for Constitutional Studies, the Alberta Law Reform Institute, and the Wahkohtowin Law and Governance Lodge, which upholds Indigenous Law and governance through community directed research and learning.

Position

Reporting to the Faculty General Manager, the Admissions and Records Coordinator will serve as the Faculty's advisor regarding University policies and procedures for undergraduate and graduate admissions and a resource to external agencies and individuals with respect to policies and procedures for admissions to Law’s undergraduate and graduate programs. The incumbent of this position is responsible for the implementation and management of undergraduate and graduate Student Services including but not limited to: admissions, enrolment, credit assessment, grade approval, academic standing reports, course registration, student graduation, student records, Calendar information, and first year student enrollment/timetabling. The Admissions and Records Coordinator is also responsible for staying up-to-date on graduate student admissions and issues.

Duties

Admissions

• Ensures effective operation of Law undergraduate student admissions, including reviewing all documentation required for admissions and verifying authenticity and completeness
• Monitors admission rates and course registrations and advises the Dean and the Vice Dean on necessary follow-up action
• Analyzes admissions data, identifies trends, and makes recommendations under advisement of the Vice Dean
• Maintains student records and oversees central student academic records activities on behalf of Law
• Calculates prediction indicators by applying a mathematical formula to applicants’ Grade Point Averages (GPAs) and Law School Admission Test (LSAT) scores to determine admissibility, which includes assessing GPAs derived from other grading systems and ensuring an applicant’s academic background is acceptable for admissions
• Ensures that student orientations provide up-to-date information and documentation requirements are met
• Oversees the admission process, and monitors applicants, including evaluating applications for readmission and approves or denies as appropriate

Grades, Convocation and Discipline

• Monitors and approves electronic grades submitted by instructors (reminding them of deadlines for submission)
• Updates student information in PeopleSoft, including changes to the academic standing panel as students complete re-examinations and deferrals, entering grade changes resulting from re-examinations and deferrals, and approving academic standing for students
• Reviews student records for eligibility for academic awards, Dean's List, First Class Standing, Degree with Distinction
• Provides support to the Vice Dean for appeals
• Maintains grade distributions and informs Vice Dean if grades do not conform to the distribution, and/or any other irregularities or student records concerns
• Keep records of all deferred exams, failures, course rankings, and class averages per term·
• Determines graduation eligibility
• Ensures grades are processed accurately and in a timely manner

Graduate Programs

• Acts as liaison between graduate students and FGSR
• Evaluates the academic background and other required documentation of each applicant to determine admissibility, which includes converting grades from other post-secondary institutions (primarily international) to the University of Alberta's grading system for admission consideration for the Faculty of Law LLM and PhD programs
• Determines eligibility and authorizes graduate student registration by applying Faculty of Graduate Studies and Research (FSGR) eligibility criteria for registration
• Ensures all forms necessary for final submission of the thesis are complete and correct, and that required fees are paid
• Reviews and ranks all eligible graduate applicants for presentation before the Graduate Committee
• Registers students on-line when student system access is restricted
• Assists successful graduate applicants with program registration and other requirements
• Advises the Vice Dean, Associate Dean (Graduate Studies) and students when graduate program limit has been reached
• Ensures effective operation of the graduate student admissions including academic advising, grade approval, registration and graduation of students
• Acts as the first point of contact for prospective graduate students

Minimum Qualifications

• Superior software knowledge, including the ability to create new databases, macros, and cross integration
• Demonstrated experience in admissions management, enrollment management, and student record management
• Superior verbal and written communication skills
• Demonstrated leadership ability and supervisory experience
• 2 years post-secondary education with a preference for a Business Administration Degree
• Ability to exercise superior, independent judgement on a day-to-day basis
• Demonstrated ability to work independently
• Strong technological proficiency with processing, databases and other computer applications
• Thorough knowledge of admissions, records, University Calendar, Code of Student Behaviour, registration, University of Alberta policies, grading systems, examinations, academic standing, appeals, and Freedom of Information and Protection of Privacy (FOIPP) as it pertains to student records
• Analytical calculation skills to ensure accurate calculation of prediction indicators by applying mathematical formulas to unique GPAs and LSAT scores
• Proficiency in obtaining, and verifying LSAT scores using the ACES software
• Ability to prioritize work and meet deadlines
• Superior interpersonal skills including the ability to listen and communicate effectively and sensitively, including cross-cultural sensitivity and an ability to counsel distressed or difficult individuals
• Strong analytical and problem solving skills
• Thorough knowledge of the PeopleSoft system, especially Campus Solutions
• At least 5 years of related experience

Preferred Qualifications

• P reference given to experience in a post-secondary or academic student services office

North Campus Edmonton