Admissions Officer Contract

at  McMaster University

EDUCATION LEVEL

Bachelor’s degree in a relevant field.

DEPARTMENT DESCRIPTION:

The Office of the Registrar provides a number of services to both prospective and current students and is the primary information source on enrolment, convocation ceremonies and important student dates and events throughout the year. We are a smart, collaborative group of approximately 100, spread across 8 departments: Student Services, Aid & Awards, Student Recruitment, Undergraduate Admissions, Student Records & Systems, Scheduling & Examinations, Student Communications and Central RO Administration. This supportive and dynamic team works together to provide assistance to students from their initial recruitment contact with McMaster until they graduate.
The Admissions department processes and assesses a large volume of undergraduate applications to McMaster, resulting in offers of admission to the university. We are currently looking to hire an Admissions Officer in our Admissions department that will use a variety of specialized skills to promote and support the overall strategic plan of the Office of the Registrar.

JOB SUMMARY:

The Admissions Officer is responsible for ensuring University enrolment targets are met by applying established admissions criteria to select qualified students from a diverse pool of secondary and post-secondary applicants. Evaluate and assess applicant files and independently make admission decisions for undergraduate, domestic, and international students. Provide information and conduct recruitment and orientation sessions in various communities.

REQUIREMENTS:

• Bachelor’s degree in a relevant field.
• Requires 3 years of relevant experience.

THE SUCCESSFUL CANDIDATE WILL POSSESS THE FOLLOWING SKILLS AND ABILITIES:

• Proven ability to problem solve
• Ability to apply an Equity, Diversity and Inclusion lens to interactions with others
• Time management and organization
• An understanding of and appreciation for McMaster’s organizational culture
• Strong sense of urgency; ability to prioritize
• Emotional intelligence
• Ability to think critically
• Proven ability the make sound decisions using data analysis
• Knowledge of McMaster University undergraduate admission requirements, policies and procedures is a preferred asset

THE ADMISSIONS TEAM IS HIRING A SHORT-TERM ADMISSIONS OFFICER. THE EMPLOYMENT DURATION IS BETWEEN MARCH TO SEPTEMBER 2025. THIS IS A CONTRACT ROLE.

The team of Admissions Officers works closely together and with the rest of the Admissions team in a high-volume, fast-paced environment that is deadline driven. Each Officer is responsible for the accurate and timely review of approximately 2,500 domestic and international applicant files annually and will be called upon daily to provide correct and detailed information (oral, written and in-person) to applicants, prospective applicants, parents, guidance counsellors, Faculty offices and staff, as well as other colleagues in the Registrar’s Office. The Admissions Officers will also assist in all admission processes for the Ontario High School applicant pool. Admission Officers must be strong multi-taskers able to deal effectively with interruptions to their routine on a regular basis and must possess a strong ability to prioritize within their portfolios. The Admission Officers regularly conduct culturally sensitive interviews and in-depth admissions counselling of applicants and prospective students - this requires a high level of interpersonal and communication skills and an in-depth knowledge of available student services on campus. The Admission Officers must engage in extensive correspondence with applicants regarding admission policies and decisions. The Admissions Officers must be able to calmly and effectively communicate verbally, by phone or in-person, with emotionally upset applicants and parents in an empathetic and tactful way while still delivering negative decisions that will not be subject to appeal.

PURPOSE AND KEY FUNCTIONS:

• Make independent admission decisions to admit or refuse applicants to University programs based on established prerequisites, University guidelines, and enrolment numbers.
• Recommend students who do not meet established prerequisites to Faculty Admissions Reviewing Committees and provide sufficient evidence of credentials to warrant a consideration for acceptance.
• Administer program enrolment from application to admission by monitoring and organizing applications, reviewing transcripts, and ranking applicants.
• Review and evaluate applications to ensure academic requirements and pre-requisites have been met.
• Partner with other departments in the University to finalize enrolments.
• Research, review, and analyze admissions criteria from national and international institutions.
• Recommend changes to University admission policies and procedures that will assist the University to remain competitive with national and international educational institutions.
• Inform prospective students and applicants of the application process, procedures, academic and program requirements, program suitability, and potential eligibility for admission.
• Attend and participate in a variety of recruitment events internal and external to the University.
• Meet with applicants to determine their academic interests and requests including asking questions about their previous educational background, academic strengths, and long-term goals.
• Provide information, answer questions, and discuss academic interests with applicants.
• Persuade applicants who have been refused admission to a particular program that there is merit and benefit to accepting admission to a different program at the University for which they qualify.
• Deal with applicants who are not qualified for admission and explain the application process and offer viable alternatives without discouraging the applicant from attending university.
• Provide advice to applicants regarding their program suitability, other educational options, and employment options related to program selection.
• Ensure accuracy and uniformity of materials sent to applicants throughout the admission cycle by monitoring information including email communications and comprehensive packages that are mailed and couriered during the acknowledgment, offer, and confirmation stages of the admission process.
• Review documents for forged transcripts and falsified reference letters and maintain a list of fraudulent applications.
• Document fraudulent applications, prepare and maintain a log of activity leading to charges of academic dishonesty.
• Analyze error reports and establish procedures to correct errors.
• Develop and deliver general information sessions and recruitment presentations at various events and fairs.
• Plan and coordinate large scale admissions applicant correspondence and the review and assessment of applicant files.
• Conduct analyses of post-secondary institutions through internet research, telephone, and email surveys with colleagues as a means to compare admission requirements and procedures ensuring best practices are known and implemented across all institutions.
• Write responses to prospective students regarding their applications which consists of offer letters to successful applicants and refusal letters to individuals who do not meet admissions requirements.
• Gather and compile information required to maintain manuals and procedure documents.
• Calculate domestic and international student grade point averages.
• Exchange information with internal and external admissions staff to discuss and share information on various procedures, policies, and issues that are being addressed at other institutions.
• Utilize and modify existing database queries to determine if files are complete and ready for review.
• Assist applicants with the completion of electronic and hard copy application forms.
• Update, verify, process, and input new student and applicant information as required.
• Serve as an effective liaison between departments, educational institutions, alumni, and external contacts.
• Update and maintain content on the department website.