*This is a term position until October 31, 2025*

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 term position responsible for exemplary student service as the first point of contact for the provision of detailed Admissions information.

Responsibilities:

• Acts as the first point of service contact for admissions office inquiries.
• Responds to a large volume of requests for information concerning admission.
• Receives high volumes of communications, identifying time-sensitive items.
• Must convey accurate and timely information and correct inaccurate information received from other sources.
• Ensures that students, parents, other student service departments, and agents receive guidance and advice during all aspects of the application process.
• Handles high volumes of telephone, email and walk-in inquires, covering a wide range of application types.
• Communicates specific requirements for specialized programs and the procedures.
• Identifies/understands the different student types, citizenship status and application statuses in Colleague and correctly conveys the different policies/procedures for domestic and international applicants.
• Recognizes important emails and refers to the appropriate staff member.
• Refers inquiries to other members of the Student Services Team. Recognizes complex inquiries or requests for policy interpretation and refers to the appropriate area.
• Interprets and applies a wide range of academic and administrative policies and procedures to provide excellent student service.
• Problem solves in the absence of specific policies and procedures incorporating excellent decision-making skills.
• Handles difficult conversations with applicants via walk-ins, on the phone and through email.
• Flags applicant errors, updates in Recruit or Colleague, and forwards these to Admissions Assistants.
• Uses substantial knowledge of FIPPA guidelines and regulations in order to respond appropriately to inquiries.
• Once trained must be able to handle 80% or more of all inquiries independently.
• Receives, sorts, and assists with Admissions mail.
• Assists with the filing system and the process flow of documents in the office.
• Assists with the daily filing of incomplete, complete and continuance files and for re-filling to maintain the integrity of Admissions.
• Uploads documents to the appropriate student record in Recruit.
• Assists with the annual “clean-up” of files.
• Assists with matching documents to applications.
• Assists with making appointments, scheduling rooms, ordering office supplies.
• Maintains accurate records of all office supply ordering.
• Performs basic data input of applicant information ensures that relevant documents have been date-stamped and put in the correct file.
• Assists with following-up with regarding missing documentation, course evaluations, and returning calls.
• Assists with collating and e-mailing the official Letters of Acceptance, Document Request letters, username/password letters.
• Provides general reception assistance for Student Services.

Qualifications:

• High school graduation.
• Completion of post-secondary training program is recommended.
• Some University or College experience is an asset.
• Educational and/or work experience within a university or college environment.
• Minimum four years directly related experience or an acceptable equivalent combination of education and experience in a university Student Services area.
• Experience working in a high-volume office setting.
• Excellent interpersonal skills to be able to interact with staff, students and the public in a professional, courteous manner as the first point of contact for the University.
• Strong oral and written communication skills.
• Ability to prioritize and cope with fluctuations in workload in a high-pressure environment.
• Ability to organize work effectively as numerous tasks which require accuracy and attention to detail 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.
• Knowledge of a university Student Services environment preferred.
• Good working knowledge of computers utilizing a Windows environment (MS Word, Excel).
• Knowledge of additional languages is an asset.
• Cross Cultural competency.
• Knowledge of Immigration, Refugee and Canadian Citizenship (IRCC) and how these policies impact applicant and the admissions process.
• 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.

Note: The work described in this posting will be conducted in-person.

The salary range for this position will be from $20.57 - $ 28.40 hourly.

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.