Graduate Admissions and Programs Advisor, Haskayne School of Business

at  The University of Calgary

Description
The Student Services Team in the Haskayne School of Business is currently seeking a Full-time Limited Term Graduate Admissions and Programs Advisor, for approximately 18 months.
The Graduate Admissions and Programs Advisor contributes to the Haskayne School of Business strategic priorities and revenue generation by providing exceptional service to prospective students, staff, and faculty across the admissions and conversion process. They play a role in administering processes and monitoring student applications to ensure regulations are met at each stage.
The Graduate Admissions and Programs Advisor reports to the Manager, Graduate Student Services and is responsible for initiatives focused on graduate student admissions, document management and onboarding. This role also supports data collection, measurement and overall reporting. The Graduate Admissions and Programs Advisor is responsible for providing a broad range of guidance and support to admissions, recruitment, Faculty of Graduate Studies (FGS), mature prospective students and external stakeholders. Further, to be effective in this role, the incumbent will collaborate closely with other members of the graduate student services team, graduate program team, community engagement team and other internal/external stakeholders.
Summary of Key Responsibilities (job functions include but are not limited to):

Admissions

• Adheres and is an expert on the admission checklist and process.
• Monitors student application status in PowerBI and proactively works with Admission Specialist, Faculty of Graduate Studies and Recruiters to encourage candidates to complete their applications.
• Maintains student application data in all program tracking spreadsheets to support student file completion.
• Supports verification of institution accreditation and confirms candidates final (official) transcript(s) meets requirements.
• Supports preparation of digital student admissions files and assists Admissions Specialist in the initial review process.
• Provides support on additional application documentation including Low GPA Memos, No Degree Memos, Permission to Register, Statutory, Statutory Declaration and more.
• Monitors receipt of student program deposits prior to matriculating.
• Manages all welcome letter packages and distribution and D2L access to non-credit courses for incoming students.
• Adds all course exemptions for incoming students into Peoplesoft.
• Works with Admissions Specialist on admissions related initiatives including new applicant queries, document management and process improvements.
• Supports updates to the admission-tracking system and implementation and maintenance of CRM.
• Creates and distributes admissions reports used by senior leaders for decision making and budget purposes.
• Creates and compiles reports inclusive of historical admissions data, class profile analysis, external trends surveys, etc.
• Adheres to FOIP and other relevant regulations in student interactions and as they apply to student and University records

Program Advising & Conversion

• Manages mass-communication to graduate prospects and applicants.
• Provides accurate and timely information and guidance to students on all aspects of student admission process (wherever possible within one working day).
• Ensures checklist email is sent to all new applicants as soon as they apply and directs initial document inquires to the Faculty of Graduate Studies.
• Distributes onboarding information and coordinates system access for course-based graduate students.
• Key point of contact for non-credit course enrollment, ucalgary email creation and transition to programs from admissions.
• Ensures program collateral and websites reflect accurate and up to date admissions information.

Other

• Collaborates with team members to identify opportunities for continuous improvement.
• Collaborates with team members to ensure a seamless student experience.
• Other duties as assigned.

QUALIFICATIONS / REQUIREMENTS:

• A post-secondary degree or equivalent education and experience required.
• Minimum 3-5 years of admissions related experience within a post-secondary institution preferred.
• Proven ability to effectively navigate a large organization and manage relationships with a diverse range of stakeholders, including prospective students, staff, faculty, and other stakeholders preferred.
• The ability to handle ambiguity and resolve emerging issues with initiative and a collaborative mindset required.
• Strong planning and organizational skills, attention to detail, demonstrated ability to thrive in a deadline-driven environment, as well as effective independent decision-making and problem-solving ability required.
• Ability to manage multiple projects or priorities simultaneously; strong organization and attention to detail are required.
• Experience with post-secondary recruitment, admissions, onboarding and student services, and understanding of the university environment is required.
• Experience creating process documentation such as job aids and training materials considered an asset.
• Experience with KPI(s) measurement and reporting to inform decision making is required.
• Strong interpersonal skills and ability to work both independently (with no supervision) and as part of a team are required.
• Attention to detail, excellent written and verbal communications skills required.
• A solid working knowledge of Microsoft Office products (Word, Excel, etc.) required.
• Expert knowledge of university systems (PeopleSoft, EDMS, etc.) considered an asset.
• Demonstrated experience using CRM systems preferred.
• Experience with project managing events and mass e-communications would be considered an asset.
  Application Deadline: February 4, 2025
  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.
  This position is part of the AUPE bargaining unit, and falls under the Specialist/Advisor Job Family, Phase 2.
  For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.

Please refer the Job description for details