Admission Assistant, Operations & Experience

Upper Canada College; Toronto; On-site; CAD 46,000 - 61,000; Full time

Benefits offered by this job

Health & life coverage

Paid time off

Professional growth

Campus amenities

Equity & inclusion

Job summary

Upper Canada College in Toronto seeks an enthusiastic admissions coordinator to serve as the primary contact for families applying to the College. You will deliver exceptional service while maintaining CRM data and office workflows from initial inquiry through enrollment.

Responsibilities include campus tours, events support, onboarding, and communications; you will work with teams across admissions, marketing, and parent relations to ensure a seamless applicant experience.

Qualifications

• Post-secondary degree or diploma preferred (or equivalent practical experience).
• Minimum 2 years of administrative, reception, or customer-facing experience (experience in an independent school or educational setting is an asset).
• Understanding of independent school education and all-boys education; capacity to convey mission and values.

Responsibilities

• Engage prospective families with high-touch hospitality across digital, phone, and in-person interactions.
• Manage admissions inquiries and CRM data across the applicant lifecycle.
• Coordinate campus tours, events, and external admissions fairs; support ambassadors and logistics.
• Assist with onboarding, OSRs, medical forms, and enrollment documents for new students.
• Prepare and distribute admissions materials; liaise with MARCOM to keep webpages up to date.

Skills

Administrative experience

CRM familiarity

Google Workspace

Front-desk hospitality

Communication skills

AI tools awareness

Education

Post-secondary degree or diploma

Tools

Blackbaud EMS

Job description

Employment Terms: Full Time, Permanent
Start date: December 2027

With a commitment to equity and fairness, students learn that what makes us different as individuals makes us stronger as a community. A rigorous academic program is supported by accomplished faculty, exceptional co-curricular programming, and state-of-the-art facilities. The UCC experience is underpinned by five core values: learning, pluralism, service, community, and wellbeing. Among its strategic goals is UCC's ambition to become more diverse and inclusive. This is supported by a recognition that no learning community is whole without the inclusion and amplification of multiple voices; UCC is committed to fostering belonging, striving for justice and peace among all people, and addressing systemic and structural forms of oppression.

We are looking for an enthusiastic, customer relational, and adaptable individual who will serve as a primary point of contact for families applying to the College, delivering exceptional customer service while keeping admissions databases and office workflows running smoothly. Combining warm family engagement with efficient workflows and digital file management, this role ensures every prospective family has a seamless experience from their initial inquiry through enrollment.

Key Responsibilities and Tasks

• Prospective Family Engagement & Hospitality
  Serve as a primary, welcoming representative of the College, delivering high-touch hospitality across digital, phone, and in-person interactions;
  Manage central admissions inquiry channels (email, phone, and prospective family portals), delivering timely, accurate, and professional responses across the applicant lifecycle;
  Maintain a professional, welcoming front-office environment aligned with College brand and hospitality standards.
• Admission Systems Administration & Data Management
  Process applications and maintain accurate, up-to-date candidate files and CRM data;
  Perform data entry, age verification, and document verification via Blackbaud Enrollment Management;
  Assist applicants with account troubleshooting and system navigation;
  Maintain accurate status tags in Blackbaud to ensure applicants are moving through each pipeline stage;
  Schedule candidate/family interviews, assessments, and visits;
  Assist with applicant assessments, including report card evaluations and observations during testing sessions;
  Coordinate logistics and organization for applicant assessment visits;
  Assist with administrative duties pertaining to the Lang National Scholarship.
• Campus Tour & Events Support
  Conduct campus tours and support weekly tour logistics, including coordinating student and parent ambassadors;
  Assist with planning, logistics, and execution of admissions events (e.g., Open Houses, Last Look, New to Blue);
  Represent the College at external school and educational fairs (e.g., Our Kids);
  Support extended hours and weekend work required for admissions events.
• Onboarding & Student Transition
  Coordinate with faculty, staff, and Senior Admission Counselors to ensure seamless onboarding for newly admitted students;
  Collect and transition essential student records (e.g., OSRs), medical forms, and enrollment documents;
  Collect and verify international student documentation or study permits where applicable;
  Assist with onboarding initiatives, such as summer reading distributions and departmental placements..
• Admissions Marketing & Communications
  Prepare, proofread, stock, and distribute admissions packages and marketing collateral;
  Liaise with the Marketing & Communications (MARCOM) team to keep admission webpages accurate and updated;
  Coordinate the preparation, printing, and delivery of official offer packages on offer release days.
• Office Operations & Administrative Support
  Manage daily office operations, including supply replenishment, room bookings, and mail routing;
  Provide administrative support to the VP of Enrollment Management and team (expense reports, calendaring, travel, and data entry);
  Provide backup support for other administrative assistants and front-desk staff across Preparatory and Upper Schools;
  Cross-train team members to maintain coverage during peak seasons, vacations, and absences;
  Serve as a mentor for IB continuum projects (e.g., PYP Exhibition, Personal Project, Extended Essay), as assigned.

Job Requirements

• Experience, Knowledge and Competencies:
  Post-secondary degree or diploma preferred (or equivalent practical experience);
  Minimum 2 years of administrative, reception, or customer-facing experience (experience in an independent school or educational setting is an asset);
  Understanding of, and commitment to, independent school education and all-boys education;
  Proficiency with Google Workspace (Docs, Sheets, Drive, Calendar) and other cloud based office tools;
  Familiarity with Blackbaud Enrollment Management System (EMS) or similar school CRM databases is a strong asset;
  Solid understanding of client relationship management, phone etiquette, and front-desk hospitality standards;
  Clear understanding of the College's mission, vision, values, and traditions, with the ability to convey them authentically to prospective families;
  Demonstrated ability to leverage AI tools to enhance efficiency, streamline workload, and support administrative processes; interest or experience in overseeing AI agents and a strong commitment to the ethical use of AI;
  Ability to manage competing priorities, maintain high attention to detail, and meet deadlines in a fast-paced environment with frequent interruptions;
  Ability to handle sensitive conversations, parent anxiety, or admissions disappointment with empathy, composure, and diplomacy.

What We Offer

At UCC, we believe in supporting the whole person. We offer a highly competitive total rewards package designed to support your professional growth, personal well-being, and every stage of your life journey:

• Comprehensive Health & Life-Stage Support: Robust medical, dental, and vision coverage, health care and lifestyle spending accounts, and dedicated support for various life stages—including a progressive menopause policy, hormonal health supports, and 24/7 access to our Employee & Family Assistance Program (EFAP).
  Generous Time Off & Balance: Enjoy additional paid time off during school-calendar breaks (including winter holiday, midterm breaks, and March Break), generous vacation allotment, paid volunteer time, and the unique opportunity for self-funded sabbaticals.
  Financial Security: A competitive salary ranges, a generous UCC-matched RRP program for staff, and parental leave top-ups.
  Unparalleled Professional Growth: Robust funding for external workshops, conferences, and networking, alongside access to UCC's custom leadership development program and visiting global experts.
  A Vibrant, Pluralistic Community: Access to employee-resource groups, cultural celebrations, multi-faith spaces, and collaborative book clubs focused on equity and anti-oppression.
  Beautiful Campus Amenities: Work on a stunning midtown Toronto campus with free parking, and enjoy employee access to exceptional libraries, green spaces, and state-of-the-art athletic facilities (including fitness rooms, an indoor pool, and tennis/pickleball courts).

About UCC

Upper Canada College (UCC) is focused on making the world a more just and inclusive place through dialogue and teamwork. With a commitment to equity and fairness, students learn that what makes us different as individuals makes us stronger as a community. A rigorous academic program is supported by accomplished faculty, exceptional co-curricular programming, and state-of-the-art facilities.

The UCC experience is underpinned by five core values: learning, pluralism, service, community, and well-being. Among its strategic goals is UCC's ambition to become more diverse and inclusive. This is supported by a recognition that no learning community is whole without the inclusion and amplification of multiple voices; UCC is committed to fostering belonging, striving for justice and peace among all people, and addressing systemic and structural forms of oppression.

UCC is an Equal Opportunity Employer and values diversity, encouraging applications from all qualified individuals including women, Indigenous Peoples, persons with disabilities, 2SLGBTQIA+ and historically marginalized persons. UCC embraces pluralism - celebrating differences, cherishing similarities, and giving voice to multiple perspectives.

This position is an existing vacancy. Compensation is based on qualifications and experience. The range for the position is $46,352-$60,837.

We thank all candidates in advance; however, we will contact only those selected for an interview. Artificial intelligence tools may be used at certain stages of the recruitment and selection process. As a condition of employment, a current Vulnerable Sector Screening Police Record Check is required.

To learn more about UCC, please visit ucc.on.ca and https://careers.ucc.on.ca/