Admissions Specialist

Date Posted: 07/04/2025
Req ID: 44044
Faculty/Division: Vice Provost Strategic Enrolment Mngmt
Department: University Admissions and Outreach
Campus: St. George (Downtown Toronto)
Position Number: 00019662

Description:

About us:

In partnership with divisions/campuses, the Admissions team of University Admissions and Outreach (UAO) in the Division of the Vice-Provost for Strategic Enrolment Management (VPSEM) is responsible for enrolling excellent, diverse, and dynamic direct-entry undergraduate classes to meet university and divisional enrolment and student success goals. University Admissions (UA) oversees the university’s direct-entry undergraduate admissions operations, provides admissions systems support, and maintains expertise in current research and best practices in admissions policy. It is responsible for providing information and advice to the divisions/campuses regarding all matters concerning direct-entry undergraduate admissions. UA’s work is guided by its core principles and commitments to: (1) professionalism and fairness, (2) transparency, and (3) access and inclusion in the admissions process. UA carries out this work by championing student-centric practices and in close collaboration with the university’s division/campus partners.

The University Admissions System Support Team (ASST) (on which this role sits) collaborates internally with the University Registrar’s Office (URO) Admissions Systems IT team as the front-facing business analysts for admissions system enhancements and integration requests. ASST further works to increase transparency and accessibility to the admission technology tools for the divisions/campuses to ensure optimized functionality while reducing manual effort and risk of error in undergraduate direct-entry admissions operations.

Your opportunity:

Under the direction of the Manager, Admissions and Systems Support, the incumbent serves as one of the members of the ASST which, among other things, ensures successful deployment and continuous improvement of the many technology tools that comprise the university’s admissions systems. The incumbent must maintain expertise in admissions processes and policies and have a clear understanding of university and divisional enrolment objectives.

The incumbent will work closely with the admissions operations team, the admissions policy team, the IT staff in the URO, and with divisional/campus admissions professionals to advance admission system efficiencies while remaining responsive to changing needs and circumstances.

The primary responsibilities for this role include:

· systems analysis and requirements gathering
· systems support, training, and troubleshooting
· testing and quality assurance
· process improvement and documentation
· data analysis and reporting
· project support

Your responsibilities will include:

• Conducting needs assessments to determine end-user technical requirements, analyzing and documenting business requirements
• Analyzing the effectiveness and efficiency of existing admissions systems and developing technical solutions for systems improvements, developing and maintaining quality control procedures
• Training end-users on procedures and the use of supported IT systems, troubleshooting and resolving routine issues, ensuring system changes are consistent with business processes
• Consulting with clients regarding the development of project scope and resources, analyzing and recommending project changes, planning and overseeing the implementation of an evaluation framework for assigned projects, implementing plans and process improvements for project activities
• Analyzing statistical information to inform admissions projections and planning activities, providing detailed information on data analysis findings to stakeholders
• Keeping well-informed on University programs, policies and procedures
• Interpreting and applying policies and procedures when making independent decisions
• Liaising with stakeholders to support initiatives

Essential Qualifications:

• Bachelor's Degree or acceptable combination of equivalent experience
• Minimum five (5) years of relevant experience working in a business analyst, technology support, or similar role in a post-secondary institution
• Strong understanding of direct-entry, undergraduate admissions processes and systems in a post-secondary institution
• Proficiency in requirements gathering and documentation techniques
• Experience interpreting and applying university policies
• Experience with system testing and quality assurance
• Strong computer skills including making use of external information systems and web-based applications; Advanced software skills to include: Excel, Access, Word and PowerPoint
• Familiarity with SQL, and data analysis is a plus
• Expert knowledge and experience using Technolutions Slate platform
• Broad-ranging numerical skills, analytical/statistical skills, organizational and problem-solving skills
• Strong communication skills, with the ability to interpret, summarize and present information
• Strong interpersonal skills with an ability to work independently and in a team environment
• Able to exercise tact, discretion and exercise good judgement
• Demonstrated ability to work with a wide range of stakeholders comfortably and professionally with a customer-service orientation and maintaining confidentiality
• Demonstrated ability to prioritize and meet deadlines and manage competing priorities and processes, while maintaining high-level of quality
• Capacity to react to adjustments and alterations promptly and efficiently in a collaborative manner

Assets (Nonessential):

• Experience with CRM systems is preferred
• Experience with student information systems is a plus
• Experience working in a high-volume university or college admissions office is preferred
• Experience with project management methodologies (e.g., Agile, Waterfall) is a plus

To be successful in this role you will be:

• Communicator
• Cooperative
• Meticulous
• Organized
• Proactive
• Problem solver

Closing Date: 07/14/2025, 11:59PM ET
Employee Group: USW 
Appointment Type: Budget - Continuing 
Schedule: Full-Time
Pay Scale Group & Hiring Zone: USW Pay Band 14 -- $91,677. with an annual step progression to a maximum of $117,242. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial

Lived Experience Statement
Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.