Registrar's Office Position Available | University of Waterloo, Waterloo, Ontario, Canada

Position Available

University of Waterloo Job Description: Pathways Recruitment/Admissions Officer

Job Title:	Pathways Recruitment/Admissions Officer
Department:	Office of the Registrar
Grade:	USG 8
Reports to:	Assistant Registrar and Manager, Liaison
Effective Date:	January 2012

General Accountability

The Registrar's Office (RO) is involved in all aspects of academic life, including marketing for undergraduate student recruitment and admissions, enrolment, examinations, development and application of academic policies, and convocation. The office leads the development, execution, and evaluation of marketing strategies aimed at recruitment of highly qualified undergraduate students; timely admission of highly qualified undergraduate applicants; secure production and maintenance of accurate student records on which the University's grant claim is based; the administration of provincial student aid and bursaries; the administration of uWaterloo's locally administered financial aid guarantee; the management of merit-based scholarships and awards; financial aid counselling; prudent use of classroom space through the creation of class schedules that support the multi disciplinary character of curriculum and the interests of students; the creation of examination timetable and the administration of final examinations; the organization and execution of convocation ceremonies; and a central source of information, help and services as they relate to these tasks and responsibilities. Marketing & Undergraduate Recruitment (M & UR) is a strategic unit, which manages and leverages research to conduct the majority of the uWaterloo's marketing activities. M & UR also plays a leadership role in leveraging the University's positioning and visual identity frameworks to create high-quality, innovative initiatives.

The Pathways Recruitment/Admissions Officer reports to one of the three Assistant Registrars, depending on the Faculty assignments and to the Manager, Liaison.

During the admissions cycle, the Pathways Recruitment/Admissions Officer works as the key resource person for the Assistant Registrar and Admissions Committees/Admissions Advisors on non-Ontario high school applicants. Although the incumbent will have a faculty portfolio, s/he is part of a team of twelve Admissions Officers who work together to ensure that all non-Ontario Secondary School (non-OSS) applicants are well served.

During the recruitment cycle, the Officer reports to the Manager, Liaison and is to be part of the Marketing & Undergraduate Recruitment team, representing all Faculties, Renison University College, St. Jerome's University, and other components of the University. The incumbent is involved in developing and implementing recruitment and marketing strategies as they relate to liaison visits, on- and off-campus special events, and the admissions of non-OSS students transferring from an Ontario College.

Nature and Scope

The Officer is one of a team of 12 such positions responsible for the effective and efficient processing of all applications to undergraduate studies except those currently attending Ontario secondary schools. The Officer will also provide assistance with Ontario Secondary School applications and offer processing as needed. The Officer acts as a liaison as well as a knowledge and operational resource for the Faculties through the appropriate Assistant Registrar and/or Admissions Committee. The incumbent has a direct impact on the university's welfare, reputation, mandate and successful implementation of enrolment targets. The work done in this position has a direct effect on Waterloo's ability to meet enrolment targets and fulfill its obligations outlined in the credit transfer agreement with the Ministry of Training University and Colleges (MTCU). The incumbent works as a member of the Faculty Admissions Committee and with the Admissions Advisors.

The incumbent has signing authority and is accountable for decisions which commit the University to a binding decision.

The incumbent is required to oversee and maintain a high standard of selection and is obliged to assess in a consistent and equitable manner.

The incumbent is accountable for applying constructive, critical and independent and unbiased judgment to each admission case, and must recognize the need for departures from established policies and procedures and the ability to deal with such appropriately.

The incumbent must have the foresight to recommend progressive improvements in policies, regulations, and procedures in a highly competitive academic environment.

Statistical Data

Permanent staff complement for Admissions: 29 FTE
Undergraduate Domestic Enrolment: 24,900 FTE
Undergraduate Visa Enrolment: 2,400 FTE
Annual undergraduate application activity: 38,700 domestic applications
Annual visa application activity: 5,700 visa applications
Annual on-campus visitors: 60,000
Annual prospective contacts: 200,000 (includes 60,000 on-campus visitors)
Annual Tuition and Grant Revenue: $392,000,000
Number of countries actively recruiting worldwide in: 24

Specific Accountabilities

Responsibilities of this position are summarized as Marketing and Undergraduate Recruitment Activities, Evaluating & Communicating with applicants, and Research & Policy Development/Recording.

Marketing & Undergraduate Recruitment Activities

Key campus-wide resource for Ontario College transfer applicants, responds to inquiries via all forms of media from prospective students, their parents, counsellors, educators, the general public, and other Waterloo Faculty and Staff.
Participates in 3-day provincial liaison professional development conference held annually through a rotation of host universities.
Actively participate in the annual recruitment training process.
Travels independently throughout Ontario, representing the University of Waterloo at Fairs.
Participates in the annual 3-day Ontario Universities' Fair that takes place in Toronto.
Represents the University at fall and spring open house campus events, and other recruitment-type activities.
Aids in the development of the liaison presentation with the Manager, Liaison and Associate Director, Marketing and Undergraduate Recruitment, Visits.
Provides feedback using admissions and liaison knowledge to enhance our liaison initiatives relative to the competition to continually attract high quality students.
Attend all college recruitment events such as and not limited to College Fairs and College Information sessions.
Must have a valid driver's license (minimum G2) and is comfortable travelling independently.

Evaluating & Communicating with applicants

Determines eligibility for admission and refers any complex or special cases to the appropriate Admissions Committee for review. Includes the assessment of diverse educational and socioeconomic backgrounds, broad range of work experience and qualifications, vast cultural diversity representing Canada's multicultural society, and from the global community such as India, China, UK, Europe, Iran and etc., which are always changing.
Assesses and determines transfer credit particularly for Ontario College transfer applicants.
Responds to inquiries and requests from non-OSS and OSS applicants, staff and faculty regarding the status of applications. Follows–up with high calibre non-OSS applicants who have incomplete files.
Communicates and elaborates on negative decisions verbally or in writing. Requires management of issues of a confidential and sensitive nature. In order to provide appropriate, empathetic and equitable counselling of alternatives at an informed level, evaluations of a candidates' personal, educational and work background together with educational/career goals and objectives are required.
Prepares/Presents/Facilitates special cases and appeals to the Faculties’ Admissions Committee, for review.
Ensures the accuracy and consistency in acknowledgement and admission materials being sent to applicants.
Ensures that successful non-OSS applicants are appropriately considered for entrance scholarships according to Faculty policy.
Followings up at the post-offer phase with regard to admission conditions, bulk refusals, file cleanup and the disqualification process.
Provides advising support related to transfer credits and Waterloo undergraduate degree requirements.
Works in collaboration with the Manager, College Pathways Development to conduct ongoing reviews of college course descriptions and curriculum to accurately assess for possible transfer credits. The Pathways Recruitment/Admissions Officer will work closely with the undergraduate academic advisors in the faculties/colleges, and in consultation with the appropriate Associate Deans, Admissions Committees, Undergraduate Affairs Committees and with the Associate Registrar, Admissions in this review process.
Participates in the hiring, training and management of Work Study and Co-op students by providing guidance in time management and allocation of research projects.

Research & Policy Development/Recording

Provide the Registrar, Assistant Registrar; Associate Registrar, Admissions; Manager College Pathways Development; Faculty Admissions Committees with accurate reports, research, historical analysis of admissions criteria and trends at Waterloo and other educational institutions in order to ensure consistency in the decision-making process.
Work in collaboration with the Manager, College Pathways Development to research, establish and ensure success of potential college agreements.
Produces reports on show ratios and details of Non-OSS applicant pool including tracking data as requested.
In order to assess validity, equity and transferability of secondary and post-secondary credentials, the incumbent is responsible for conducting the appropriate research and analysis of Ontario College curriculum and educational systems in Ontario, other regions of Canada and other countries on a continuing basis.
Reviews, prepares and provides input on policy and procedural initiatives and development of system improvements.
Conducts research and writes reports with recommendations as assigned to advise the Associate Registrar, Admission, Assistant Registrars, faculty admissions committees and other staff regarding policy and procedure issues. Must be proactive in providing the Admissions Committees with an informed analysis of the implications of existing policies, proposed amendments and new policies.
Initiates and updates the documentation of admissions policies, procedures and precedents in both hardcopy and web-based format as a record and reference for faculty and staff involved in the non-OSS admissions process.
Initiates and updates the current business practices related to the processing of non-OSS applications, including evaluation of the use of current resources.
Builds and maintains documentation of current and new business practices related to the processing of non-OSS applications.
Develops, updates, and maintains transfer credit database and equivalency table.
Facilitate the admissions and transfer credit assessments for Ontario College transfers.
Maintain the transfer credit policies on the portal website established by the Ontario Council on Articulation and Transfer (ONCAT).
Provide recommendations for the development and ongoing enhancements of post-secondary education credit transfer policies and practices in Ontario.
Advises, develops, prepares, and reviews information forms, brochures, and web initiatives related to recruiting and processing of both OSS and non-OSS applications with special emphasis on Ontario Colleges.
Updates and maintains websites and other research reference materials.
Performs other tasks as assigned by the Assistant Registrar and Associate Registrar, Admissions.
Participates in Faculty-specific recruitment initiatives such as on-line discussion forums and events, proof-reading publications targeting OSS and Non-OSS students, giving tours and presentations to prospective students when required during the admissions cycle.
Creates new promotional messages and materials for Ontario College transfer applicants as well as improvements to the management of Non-OSS admissions throughout the admissions process.
Recruitment of high quality Ontario College transfer applicants through on-going personalized communications throughout the admissions cycle.

Other activities

Participate in a number of other activities for which the Office is responsible and specific duties and assignments that may be determined by the Registrar or Associate Registrar, Admissions; Assistant Registrar; Manager, Liaison; or Manager, College Pathways Development.
The Officer may be called upon to assist with some administrative duties related to examinations and convocation.
The Officer may be called upon from time to time by the Associate Registrar, Admissions; Assistant Registrars; Manager, Liaison; and Manager, College Pathways Development to undertake special projects and tasks.

Faculty and Staff