*This posting will be used to hire 2 positions*

The University of Winnipeg’s Admissions Office receives, processes, and evaluates all undergraduate applications for prospective students, making determinations on over 6,000 applications annually.

The Admissions Assistant is a full-time continuing position responsible for receiving and initial processing of over 10 types of international/domestic applications submitted through the online application portal (Recruit) from applicants or agents. The successful candidate will also respond to inquiries, create reports, and send Admissions communications.

Responsibilities:

• Receives and processes international and domestic applications.
• Tracks applicants and maintains records.
• Screens applications for accuracy and completeness, addressing agent/applicant with questions when necessary to complete application.
• Flags applicant errors, edits and corrects information.
• Performs application data entry functions.
• Receives incoming applications from agents, identifies whether an agent is authorized or not, and acts as primary point of contact for the agent.
• Runs reports on application fee payments.
• Prints and reconciles summary report of manual payments for Admissions-related fees.
• Monitors that the correct correspondence is being sent out to students based on their application type. Updates or changes when necessary.
• Monitors applications as documents and results are submitted, and updates records at various stages of the application cycle.
• Identifies and assists with the processing, tracking, movement and communication regarding applications for specialized cohort groups.
• Scans or makes copies of international documents and arranges to return originals.
• Assists with file clean up, updates records, and follows procedures to file irreplaceable documents.
• Maintains file room for international applications.
• Puts registration or chargeback holds on accounts when directed and required.
• Monitors email quarantine messages/spam filter for departmental accounts and decides to remove/release.
• Provides backup support for modifying, reissuing or correcting Letters of Acceptance for international students and for reinstating international students after academic suspension.
• Determines Citizenship Status and Student type in Colleague based on documentation and verification, correctly determining coding and the way a student is charged tuition fees.
• Responds to a large volume of general requests by email and phone concerning international admission.
• Corresponds with students about general and complex questions and informs them about application requirements.
• Ensures students, parents, designates, agents, and guidance counsellors receive guidance and advice during all aspects of the application and evaluation process, through to their acceptance or denial.
• Handles emails from authorized and unauthorized agents, copying the applicants on communication, as necessary.
• Responds to inquiries referred by other members of the Student Services Team.
• Interprets and applies a wide range of academic and admissions policies and procedures.
• Escalates inquiries after determining which staff member is best positioned to handle the inquiry.
• Trains other staff members to perform duties to cover absences and vacations.
• Deals with high volume of inquiries involving sensitive clients and confidential information that often require immediate attention.
• Consults with senior staff on complex files and corresponds directly with the agent/student to relay the information.
• Develops and maintains a good working knowledge of international/domestic education systems and institutional accreditation.
• Represents Admissions at university events.
• Refers students to various educational bodies and institutions to assist students in having the correct form of required documents.
• For international applications verifies the authenticity of academic documents.
• Verifies the authenticity of English test results.
• Understands educational documents and identifies the acceptable and appropriate verification method for each.
• Checks if post-secondary institutions are accredited using online databases and decides whether to move a file forward for evaluation.
• Contacts verification agencies with cases of suspected fraud.
• Performs primary screen of documents to check authenticity.
• Oversees the submission of documents by the applicant or agent and determines when file is complete and can be sent for assessment.
• Screens educational histories, to ensure applications are complete with as much information as possible for evaluation.
• Contacts schools and institutions to gather data, grades and information needed to complete applicant files.
• Matches and uploads documents received by mail or email to the appropriate applicant records.
• Verifies automatic supplemental items requests and adds/deletes/waives supplemental items, as required for each application.
• Accesses, downloads, and processes transcripts from third party transcript services.
• Monitors applications as documents are submitted and identifies the action to be taken for each file.
• Receives and organizes syllabi and other course descriptions and materials to prepare files for evaluation.
• Pre-screens applications and notes possible admission status.
• Provides a preliminary review and assessment of documentation submitted to meet admission and English Language Requirement.
• Pre-screens accreditation for transfer and second-degree applicants.
• Recommends and assists in the development and/or modification to policies, procedures and regulations within the scope of the position.
• Performs other related duties as required or assigned by the Admissions Coordinator.

Qualifications:

• Completion of a formal training program in a related discipline from a recognized institution.
• Post-secondary education an asset.
• Educational and/or work experience within a post-secondary environment or international education systems an asset.
• Speaking/reading/writing/interpreting a second language.
• Minimum two years related experience.
• Excellent interpersonal skills to be able to interact with staff, students and the public in a professional courteous manner.
• Strong communication skills both oral and written focusing on customer service and the delivery of accurate information.
• Ability to prioritize and cope with fluctuations in workload in a high-pressure environment.
• Ability to organize work effectively. Numerous tasks require accuracy and attention to detail and often need to be completed simultaneously
• Ability to treat personal information with confidentiality.
• Ability to work with constant interruption.
• Ability to work independently and to make appropriate decisions.
• Must be able to work cooperatively as part of a team.
• Ability to work with complex data systems in a fast-paced and dynamic environment.
• Knowledge of a university Student Services environment preferred.
• Good working knowledge of computers utilizing a Windows environment and various software applications including Word and Excel.
• Knowledge of a Student Information System preferred.
• Must have the ability to quickly develop a good understanding of University policies and procedures as they relate to the Admissions Office functions.

An equivalent combination of education, experience, skills, knowledge and abilities may be considered.

Condition(s) of Employment:

• Must be legally entitled to work in Canada.
• Must be willing to work occasional overtime at peak periods.

The salary range for this position will be from $40,677.00 to $56,110.60 annually.

Note: The work described in this posting will be conducted in-person, with an opportunity to apply for Remote Work for up to two (2) days per week after the successful completion of a 6 month probationary period.

The University of Winnipeg is committed to equity, diversity and inclusion and recognizes that a diverse staff and faculty benefits and enriches the work, learning and research environments, and is essential to academic and institutional excellence. We welcome applications from all qualified individuals and encourage women, racialized persons, Indigenous persons, persons with disabilities, and 2SLGBTQ+ persons to confidentially self-identify at time of application.

The University of Winnipeg is committed to ensuring employment opportunities are accessible for all applicants. If you require accommodation supports during the recruitment process, please contact human_resources@uwinnipeg.ca.

The personal information of applicants is collected under the authority of the University of Winnipeg Act and 36(1)(b) of the Freedom of Information and Protection of Privacy Act. All personal information collected via the recruitment process is used to assess the applicant’s suitability, eligibility, and qualifications for employment, and to otherwise support recruitment activities. This information will be provided to participating members of the recruitment process. Questions regarding the collection of your personal information may be directed to the Director, HR Services, 515 Portage Avenue, Winnipeg, MB, R3B 2E9 or human_resources@uwinnipeg.ca.