Admissions Assessor - OA4 (AESES)

UM Careers; Winnipeg; On-site; CAD 45,000 - 61,000; Full time

Job summary

The University of Manitoba is seeking an Admissions Officer to manage the applications lifecycle, assess documents, and communicate with domestic and international applicants. You will ensure accuracy, compliance with policies, and timely processing within a team in a busy office.

Responsibilities include evaluation of transcripts, reporting, training student helpers, and providing excellent customer service while handling confidential information in a fast-paced environment.

Qualifications

• Completion of a formal training program in a related discipline plus two years of directly-related experience.
• Completion of a year or more of university courses, particularly at the University of Manitoba, preferred.
• Knowledge of university regulations, undergraduate admissions requirements, processes and policies is required.
• Experience in admissions at the post-secondary level is preferred.

Responsibilities

• Organize, implement, control and evaluate admission processes through assessment, file completion and decision stages.
• Review and correct evaluation of candidates for admission to ensure accuracy.
• Acknowledge receipt of applications and assess required documentation.
• Create and update status of applications on the online portal.
• Train and supervise one to two student employees.
• Communicate with applicants regarding file status and deadlines.
• Utilize Slate, Argos and Excel to run queries and generate reports.

Skills

Analytical thinking

Data entry

Excellent communication

Customer service

Time management

Teamwork

Problem solving

Attention to detail

Organizational skills

Multicultural sensitivity

Education

Formal training program in related discipline

Two years directly-related experience

University course work (1 year+)

Tools

Aurora student information system

Slate application system

Excel/Reporting (Argos)

Job description

Regular Continuing Full-Time (Budget Funded)

Full-time: Yes

Permanent: Yes

Work schedule: 35 Hours/week (Monday to Friday, 8:30 am to 4:30 pm)

Salary: $24.69 to $33.63 per hour ($44,935.80 to $61,206.60 per annum)

Expected Start Date October 26, 2026

840 hours worked

For more information please contact: Jody Dewbury - [e-mail]

Qualifications

MINIMUM FORMAL EDUCATION/TRAINING REQUIRED:

• Completion of a formal training program in a related discipline from a recognized institute plus two years of directly-related experience.
• Completion of a year or more of university courses, particularly at the University of Manitoba, preferred.

EXPERIENCE:

• Knowledge of university regulations, undergraduate admissions requirements, processes and policies required.
• Expert level of experience working with both domestic and international students in a student- oriented office dealing with issues such as admissions, academic advising, registration, or counselling preferred.
• Experience working in admissions at the post-secondary level preferred.
• Experience in leading a team preferred.
• An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

• An ability to analytically assess documentation from different secondary and post-secondary educational systems, both Canadian and international, required.
• Quick and accurate keyboarding and data entry skills required.
• Mathematical aptitude required.
• Technical and training documentation writing skills are required.
• Excellent communication skills, both oral and written, are required.
• Must be able to communicate courteously and professionally with applicants, families, and staff in potentially stressful situations while dealing with confidential information is required.
• Must demonstrate superior customer-service skills are required.
• Excellent interpersonal skills with the ability to establish good working relations with others is required.
• Effective time-management skills are required.
• Ability to work cooperatively and harmoniously with others, with tact and understanding, and the ability to manage multiple tasks simultaneously required.
• Ability to maintain composure, a positive attitude, and high-performance standards under pressure is required.
• Must be very task-oriented, with the ability to work quickly, efficiently, and accurately for prolonged periods is required.
• Must have excellent attention to details and low error rate, along with a high volume of completed work is required.
• Must be able to lead as well as work as an effective and cooperative member of a team is required.
• Must be able to organize workload and to manage time and priorities effectively for own workload and that of the teams is required.
• Must present a professional image always is required.
• Posesses excellent problem-solving skills are required.
• Must be an innovative thinker, with good problem-solving skills are required.
• Must be able to identify technical solutions to address workload and improve services is required.
• Must be sensitive to the circumstances of students from a variety of cultures and backgrounds is required..
• A satisfactory work record, including satisfactory attendance and punctuality, is required.

OTHER JOB RELATED QUALIFICATIONS:

• Thorough knowledge of Aurora student information system and Slate application systems preferred.
• Thorough knowledge of U of M policies & procedures as they are related to admissions preferred.
• Knowledge of HTML preferred.

Key responsibilities

Administrative and Analytical Responsibilities:

• Responsible for the organization, implementation, control and evaluation of a series of processes that will direct applications for admission through the assessment, file completion, and decision stages.
• Will review and correct evaluation of candidates for admission, with the knowledge that mistakes in collecting or assessing documents may lead to the inaccurate admission or refusal of an applicant, appeals, bad publicity, and upsets student’s career plans.This may also affect other students when errors are made in selecting the class for professional programs.
• Responsible for the acknowledgement of receipt of application.
• Responsible for the assessment and notification of required documentation.
• Responsible for creating and updating status of application on online portal.
• Assists with the early verification of potential eligibility.
• Consistently completes the authentication of all admission documents; including transcripts, test score results, graduation documentation, identification documentation.
• Will assess for institutional accreditation and recognition for admission and transfer.
• Ensures the review and judgement of English language proficiency waiver and tests.
• Completes the assignment and reassignment of applicant to ‘groups’ within the system.
• Responsible for on-going communication with applicant re file completion, upcoming deadlines, outstanding documents.
• Continual updating of online application system tables and forms to ensure records are accurate.
• Moving completed applications to the admissions decision stage (Admissions Officer)
• Accurately advising applicants of final admission decisions, electronically and by paper
• Monitoring the application cycle and adjusting the work routine or communication plans to ensure that candidates are advised in a timely fashion and that the Admissions Officers are aware of their program activity.
• Defining and developing filters, running queries, and creating reports for import or export, using functionality within the application system (Slate), Argos, and Excel. An advanced level of understanding of reporting functionality and use of spreadsheets will be required.
• Monitor, refine and use paper and electronic communication pieces used throughout the admissions cycle, both for use in batch processes and in response to individual situations.
• Responsible for the training and supervision of one to two student employees.
• Specialized level of understanding of admission requirements and selection criteria for undergraduate programs at the University of Manitoba.
• Knowledge of how to calculate high school averages, adjusted grade point averages, assess eligibility and verify accreditation of institutions.Will be responsible for doubling checking admission averages and GPA calculations for admission.
• Specialized knowledge of educational institutions, at the secondary and post-secondary levels, Canadian and international, will be used to assess required documentation and admission eligibility.
• Facilitates the verification of Letters of Acceptance (LOA) process for IRCC and undergraduate admissions.
• Responsible for the Provincial Attestation Letter (PAL) process for IRCC and the University of Manitoba.
• The Admissions Assessment area will review in excess of 22,000 applications over the admissions cycle, assessing documents from over 100 different countries, and evaluating eligibility for 85 different academic programs in 22 faculties

Clerical Responsibilities:

• Handle individual in-person, phone, mail, and email communications from applicants, prospective applicants, authorized support persons, and staff in other campus offices; providing and obtaininginformation and problem solving issues around eligibility and file status.
• Organize and maintain filing systems of paper and electronic data as needed.
• Often the first contact an applicant has with the University, it is critical to make a professional impression and support the University’s reputation among prospective students and schools.
• Deals with friends and family and must provide professional, courteous, and FIPPA-compliant services.
• Handles stressful situations with courtesy, respect, and professionalism.
• Must be very task-oriented, with the ability to work quickly, efficiently, and accurately for prolonged periods.

Other:

• Participation in weekly and monthly in-house team meetings
• Development of monthly activity reports
• May be asked to represent the office in campus activities/groups or to volunteer for events run by Student Recruitment, Convocation etc.
• Active participation in professional development activities (Student Affairs, IST and LDS courses).
• May be required to perform related duties not exceeding skills and capabilities as required.

Additional information

The University of Manitoba is committed to the principles of equity, diversity & inclusion and to promoting opportunities in hiring, promotion and tenure (where applicable) for systemically marginalized groups who have been excluded from full participation at the University and the larger community including Indigenous Peoples, women, racialized persons, persons with disabilities and those who identify as 2SLGBTQIA+ (Two Spirit, lesbian, gay, bisexual, trans, questioning, intersex, asexual and other diverse sexual identities).

If you require accommodation supports during the recruitment process, please contact [e-mail] or 204-474-7195. Please note this contact information is for accommodation reasons only.

Application materials, including letters of reference, will be handled in accordance with the protection of privacy provisions of \"The Freedom of Information and Protection of Privacy Act\" (Manitoba). Please note that curriculum vitae will be provided to participating members of the search process.