Graduate Admissions Coordinator, Graduate Studies

Job Information
Author pmnationtalk
Date September 23, 2019
Type Full Time
Company Wilfrid Laurier University
Salary $34.17 - $40.22 - Per Hour
Location Waterloo, ON
Category Coordinator
Client Wilfrid Laurier University
Contact Information
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Graduate Admissions Coordinator, Graduate Studies

Posting ID : 11210
Apply By : 9/25/2019
Position Title : Graduate Admissions Coordinator, Graduate Studies
Department : Faculty of Graduate and Postdoctoral Studies
Job Type : Full-time, Continuing
Campus : Waterloo
Reports To : Senior Administrative Officer
Position Summary :

Wilfrid Laurier University is a leading multi-campus, university known for academic excellence and a culture that inspires lives of leadership and purpose. Laurier has a distinct commitment to teaching, research, experiential learning, sustainability and scholarship, which combine to address critical challenges in society, business, the economy and the environment – globally and in the communities we serve. At Laurier’s heart is its strong student focus, which results in exceptional levels of student satisfaction and a deep sense of community that lives on through the university’s highly engaged alumni.

Laurier takes pride in building meaningful relationships with colleagues and students. The Laurier community supports one another, encourages collaboration and teamwork and respects work/life balance, all while recognizing the importance of a challenging, rewarding and inspiring career. Laurier has more than 19,000 students and 2,100 faculty and staff across campuses in Waterloo and Brantford, as well as locations in Kitchener and Toronto.

Diversity is one of Laurier’s core values. The university is committed to providing an inclusive workplace and employing a workforce that is reflective of local and national demographics. Our locations are situated on the traditional territories of the Neutral, Anishnawbe, and Haudenosaunee peoples. We recognize the unique heritages of Indigenous peoples and support their intentions to preserve and express their distinctive Indigenous cultures, histories, and knowledge through academic programming and co-curricular activities. Laurier’s Centre for Indigegogy is one example of how Laurier honours Indigenous knowledge.

We currently have an opportunity to join the Laurier community as a Graduate Admissions Coordinator, Graduate Studies.
Reporting to the Senior Administrative Officer, and working in accordance with guidance from the Graduate Admissions and Records Officer, the Graduate Admissions Coordinator works as a member of this team to ensure the enrolment management goals of the university at large are met.   The incumbent supports graduate programs and the university’s academic and administrative leadership teams by maintaining best practices in graduate admissions.

This position is required to oversee and maintain a high standard of selection and is obliged to adjudicate in a consistent and equitable manner.  The incumbent plays a key role by ensuring priorities are set and the group meets its deadlines.

The incumbent will have direct contact with the Ontario Universities Application Centre, and with graduate program faculty and staff representatives, as well as with applicants. In this high-pressure, high-volume environment the incumbent will provide exceptional service by ensuring that the application portal at OUAC is consistent with the university’s program offerings and intake cycles, in assessing graduate admission recommendations, and in ensuring that admission decisions are recorded accurately for each application, and for each intake cycle.

This position is very fast paced due to the high volume of requests. As a result the incumbent will be required to process admission files in a very timely and accurate manner. The Graduate Admissions Coordinator is required to be knowledgeable about all aspects of the application process, including all automated processes. The incumbent works closely with the Applications and Admissions Assistant to ensure that all communications and activities are consistent with the Faculty’s objectives and priorities, and is responsible for maintaining accuracy in all data entry related to admissions decisions and funding.

The incumbent must demonstrate highly developed organizational skills and be able to work well independently with highly confidential and sensitive information.  The Graduate Admissions Coordinator also works with a broad range of internal individuals including faculty and staff in academic units who are involved in the delivery of Laurier’s graduate programs including Laurier International, the Registrar’s Office and its departments, the Ontario Universities Application Centre and its representatives, ICT and the Office of Research Services.

This position has a university-wide mandate and is based at the Waterloo Campus.  The incumbent provides subject matter expertise to all campuses, requiring regular interpersonal interactions and collaboration with departments at the Waterloo Campus, the Brantford Campus, the Toronto office and external partners. Special attention is given to ensure equitable service delivery across all locations.

This position focuses on admission decisions; customer service, admissions counselling and recruitment; knowledge and training as well as data collection and reporting.

The normal hours of work are 8:30 am to 4:30 pm, Monday to Friday.

Accountabilities :


Admission Decisions

    • Displaying solid subject matter expertise on all aspects of admissions to graduate school, the incumbent reviews recommendations for admission to all programs at Laurier and Martin Luther University College; will independently determine if additional information or supporting evidence is required; occasionally the Graduate Admissions and Records Officer will make this decision where lack of evidence or lack of resources for verification exist;
    • Accurately, and at a pace reflecting a highly-competitive environment, undertakes assessment of application file to ensure admission conditions adhere to university regulations and audit requirements and executes all data entry for offers (admission decision, admission conditions, and funding); consults with Graduate Coordinators and administrative staff regarding missing or incomplete information;
    • changes application program codes, concentrations and options as required; may require changes in program and fee rate codes as determined by the admission decision;
    • Generates Student Information Forms for international applicants and works closely with Laurier International in the admission of exchange students;
    • Researches, evaluates and applies pertinent criteria of national, international and trans-national educational systems to ensure admission requirements or equivalencies are met;
    • Adjudicates, within timelines required in an increasingly competitive market, a high volume of applications in a fair and consistent manner, adhering to established policies as set out by Senate, and the Senior Administrative Officer;
    • Determines when it is appropriate and necessary to deviate from policy; acts independently in determining alternative solutions, taking only unusual or difficult cases forward to the Graduate Admissions and Records Officer;
    • Applies knowledge and understanding of Admissions Committee and Senate policy to influence and maintain fair and equitable practices.

Customer service

    • Communicates/counsels prospective applicants and students by e-mail, telephone and in person on graduate programs and funding
    • Required to evaluate and process admission applications quickly and accurately due to the volume of applications;
    • Leveraging knowledge of graduate admission requirements and processes, as well as funding practices, responds to inquiries related to admissibility, admission conditions and/or funding from applicants, faculty and staff;
    • Establishes application deadlines for each intake cycle, and ensures consistency in information on such across all web platforms of application deadlines (OUAC admissions portal, program landing pages, and grad program pages); updates as necessary.
    • Establishes and amends application checklist rules in Banner as required by program (including new programs).

Knowledge and training

    • Requires knowledge of current education systems in Ontario, out-of-province and internationally to ensure equity in the evaluation of all applicants;
    • Requires ongoing research (publications, reference texts, web-based, colleagues at other institutions, attending professional conferences) to stay abreast of changes and challenges to education systems;
    • Recommends and participates in testing enhancements to Laurier’s online application to meet highest standards of best practices in graduate admissions;
    • Prepares and delivers training in the graduate studies applications portal and admissions processes to various stakeholders on campus.

Data Collection/Reporting

    • Is responsible for ensuring that all application documents (including official transcripts) meet the university’s admissions requirements and are retained in accordance with the university’s retention policies;
    • Provides statistical and other data to the FGPS team as requested and provides research and recommends changes to processes as necessary;
    • Prepares files and background information for special case and special needs applicants, and presents to the AVP/Dean; communicates decision and, if necessary, options/alternatives to the program.
Qualifications :
    •  University degree with a minimum of two years related experience in graduate admissions with admissions decision making experience
    • Knowledge of the Ontario university system, graduate admissions criteria, and university programs; familiarity with out-of-province and international education systems desirable;
    • Proven ability to analyze and interpret inquiries and explain complex academic regulations, program requirements and adjudication decisions courteously and effectively in a clear and concise manner with tact, discretion, compassion and firmness as required, both written and verbal;
    • Proven ability to interpret and apply academic policies and other tools to assess applicant files
    • Proven ability to assess admission requests in a very timely and accurate manner due to the high volume of application requests;
    • Proven ability to research topics and write reports; attend accurately to detail;
    • Ability to interact clearly, concisely and persuasively, both verbally and in writing, with a variety of university personnel and community, including faculty, staff, students and external clients;
    • Excellent interpersonal and public relations skills and sensitivity to cultural issues is essential;
    • Proven ability to handle highly sensitive and confidential material and remain focused in a high volume, high stress environment; coordinate a multitude of priorities and tasks;
    • Must exercise good judgement and initiative with superior problem solving skills;
    • Excellent computer skills including knowledge of appropriate software programs (i.e., Word, WordPerfect, Excel, Access).  Knowledge of Banner, COGNOS and updating websites is an asset;
Grade : WLUSA-08
Salary : $34.17 – $40.22
Salary Notes : This is a full-time, continuing position.
This position is eligible for educational equivalencies:
Please Note :

This position is represented by the WLU Staff Association bargaining unit.

Please submit a cover letter and resume.

Wilfrid Laurier University endeavors to fill positions with qualified candidates who have a combination of education, experience, skills and abilities to successfully perform the duties of the position while demonstrating Laurier’s Employee Success Factors.

Diversity and creating a culture of inclusion is a key pillar of Wilfrid Laurier University’s Strategic Academic Plan and is one of Laurier’s core values. Laurier is committed to increasing the diversity of faculty and staff and welcomes applications from candidates who identify as Indigenous, racialized, having disabilities, and from persons of any sexual identities and gender identities. Indigenous candidates who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact the Office of Indigenous Initiatives at Candidates from other equity seeking groups who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact Equity and Accessibility at We have strived to make our application process accessible however if you require any assistance applying for a position or would like this job posting in an alternative format, please contact Human Resources at 519-884-1970 ext.2007 or


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