Admissions Assistant
JD 0962
Unit/Project Description: The Undergraduate Medical Education (UGME) Program is a three-year multi-campus MD Program. The Admissions Assistant will work closely with and offer support to the Admissions and Enrollment team to assist with the recruitment and admissions process for the program and facilitate the registration and enrollment for our medical learners.
The UGME Program is accountable to internal and external oversight bodies (e.g., AFMC, MCC, CACMS, University Senate, etc.) and the work undertaken by the Admissions Assistant, in collaboration with Program Coordinator and Manager, UGME Admissions and Enrollment, is often sensitive, confidential, of high reputational value to the University, and in need of timely pursuit and completion. This position reports to the Manager, UGME Admissions and Enrollment.
Job Summary: Responsible for the timely processing of undergraduate applications, application distributions and processing of application decisions and communications. The job requires identifying problems with received applications, analysis of complex situations and information using specific criteria, and the proper and accurate correction of errors.
Purpose and Key Functions:
- Conduct multiple daily processes to download and post high volumes of application data from the Ontario Universities Application Centre (OUAC) to the Mosaic/Admissions database.
- Perform all processes required to create the physical file for each non-Ontario High School application.
- Review, analyze and correct application information received on a daily basis from OUAC.
- Maintain, update and process applications, including but not limited to coding of application offers and conditions attached to the offers, correction of bio-demo data, denials of admission, program changes, etc.
- Review and identify discrepancies in all non-Ontario types of applications and determine the coding required to correct or adjust data in the system.
- Analyze daily error reports and correct application records.
- Review application data and ensure the data complies with established application requirements.
- Create a variety of documentation including but not limited to procedural manuals and correspondence with applicants as well as correspondence with other faculties and departments in the university community.
- Contact Associate Deans offices regularly to determine accuracy of admission decisions and conditions made by those offices external to the Admissions unit, to ensure compliance with Admission policies.
- Calculate cumulative Admission averages for determination of Scholarship eligibility.
- Work closely with Student Financial Aid & Scholarship, to ensure the integrity of scholarship eligibility for all new admits to the university.
- Respond independently to inquiries (in-person, via phone and email) that require a thorough knowledge of undergraduate Admission requirements, policies and procedures.
- Work closely with the computer Systems Manager to ensure data integrity and resolve complex suspended data from OUAC application distributions.
- Confer daily with multiple Admission Officers and Associate and Assistant Registrars regarding admission decisions, conditions and policies/procedures.
- Provide admission processing training and policy information to temporary staff.
- Update and maintain tables and data within system.
- Safeguard the confidentiality of all applicant information and records.
- Participate in recruitment activities both on and off campus throughout the year.
- Attend and participate in weekly staff meetings and contribute regularly to process changes within the department.
Supervision:
- Ensures adherence to quality standards and procedures for short-term staff.
- Occasionally provides orientation and shows procedures to others.
Qualifications:
- 2 year Community College diploma in Office Administration, or related field.
- Requires a minimum of 2 years of relevant experience.
Assets:
- Previous experience working in a university environment providing admissions and enrollment support is an asset.
Additional Information:
This position will also require the successful applicant to have:
- A strong understanding of admissions regulations with a comprehensive knowledge of the review of applications by an admissions team to ensure consistency and fairness
- Experience with applicants applying through equity streams, external contracts and those requesting disability-based consideration
- Experience with applicant recruitment including written communication, participation in outreach programs and presentations (both in-person and virtual)
- Experience designing, administering and analyzing surveys, study questionnaires and research data pulls
- Experience with student onboarding and registration. This includes verification of enrolment, ensuring good standing of all students (630+) and verification of degree completion as well as issuance of ID badges and scrub access through hospital systems. Advanced organizational skills are required to ensure admissions and enrolment schedules are adhered to and successfully met
- Experience building and maintaining working relationships with a variety of stakeholders including Student Financial Aid & Scholarship to ensure tuition deposit requirements are met.
- Experience writing a variety of documents (i.e. reports, correspondence, minutes, etc.)
- Experience supporting program planning committees
- Experience training and mentoring support staff, providing lead-hand supervision, and acting as first point of contact with regard to issues related to UGME program admissions and enrolment
- Working knowledge and experience taking initiative to improve processes and develop new processes to adapt to changing conditions
- Strong computer program knowledge and skills, including databases, presentation and graphics applications
- Superior interpersonal and communication (oral and written) skills, problem solving skills, self-directed abilities, strengths in multitasking, independent function and sound judgement
- Experience handling a diverse workload in a very busy environment
- Proven experience meeting multiple and simultaneous deadlines and demonstrated ability to perform equally well individually and as part of a team
- Knowledge of quality improvement and change management processes is desirable
This position may require you to travel and to work outside of your regular work schedule including evenings and weekends to meet operational demands.
