Applications Assistant - Undergraduate Admissions, Student And Enrolment Services

Position Overview
Student and Enrolment Services invites applications for a Applications Assistant - Undergraduate Admissions. This Full-time Limited Term (Project) position is for approximately 7 months (based on length of grant funding), with the possibility of extension.
The Admissions Office provides centralized application, admission and transfer credit evaluation services for both domestic and international applications to undergraduate and open studies programs.. The office also provides front line advising services to prospective students regarding application procedures and admission criteria, documentation requirements, application status, process and timelines. There is a high volume of work with more than 40,000 applications received annually.
Position Description
Summary of Key Responsibilities (job functions include but are not limited to):

• Scans and indexes documents into the appropriate student file.
• Enters course and grade data from transcripts onto PeopleSoft.
• Provide accurate information to students and stakeholders with tact and discretion, taking into consideration individual circumstances and ensuring compliance with privacy laws. Frontline communication through email, phones and in-person support.
• Place hold on accounts for late/missing transcripts/documents
• Assist students with the completion of their online applications through the Alberta Postsecondary Application Service (APAS), including the process to obtain an Alberta Student Number (ASN).
• Monitors and directs correspondence (hard copy, departmental email boxes) to appropriate staff. Respond to general inquiries.
• Maintain effective and collegial working relationships with colleagues in Admissions and Enrolment Services.
• Attend activities and events to support undergraduate recruitment and conversion
• Maintenance of exchange, student researcher, visiting student researcher and dual credit applications and admissions when no evaluation is required.
• Maintain an in-depth and up-to-date knowledge of calendar admission criteria and degree program requirements as well as selection criteria for all programs.
• Enters test result information (English Language tests, AP, WAEC, GCE etc.) and updates applications accordingly.
• Matches and updates receipt and status of transcripts and other documents on the PeopleSoft system, identifying those application files which are ready for an evaluation.

Qualifications / Requirements:

• Proficient with Microsoft Office, email and internet applications
• Ability to embrace change in a dynamic environment
• An undergraduate degree is required
• Ability to work in a confidential setting and demonstrate good judgment in dealing with sensitive and confidential situations
• Must have ability to work independently and as part of a team, be pro-active and self-directed
• Familiarity and/or ability to learn and effectively and efficiently use university business systems such as the Student Administration and Communication Generation modules of PeopleSoft and an electronic document management system such as Synergize
• Fluency in English
• Must be organized, conscientious and possess a high degree of accuracy and attention to detail
• Demonstrated ability to work in a fast-paced, high pressure, team-based environment with an ability to meet deadlines
• Minimum 1 year experience working in a University office environment
• Demonstrated understanding of University of Calgary policies and procedures pertaining to admission and registration into degree programs
• Enjoy working with students. - Demonstrated success working with students
• Excellent communication and interpersonal skills
• 6 months experience completing data entry accurately
• Able to perform moderate physical activity
• Minimum 1 year experience working with academic transcripts

Application Deadline: August 15, 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 Operations Administration Job Family, Phase 2 .
To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website .
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 ucalgary.ca .
The University of Calgary has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High , 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 Office of Equity, Diversity and Inclusion ( [email protected] ) and requests for accommodations can be sent to Human Resources ( [email protected] ).
Do you have most but not all the qualifications? Research show that women, racialized and visible minorities , and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.