Application Support, Office of the Registrar

University of Calgary; Calgary; On-site; CAD 18,000 - 26,000; Part time

Job summary

The University of Calgary's Admissions Team is seeking five recurring part-time Application Support positions to assist with phone and email advising and entry-level administrative duties during the undergraduate application cycle.

Reporting to the Applicant Services Manager, you will handle transcripts, data entry in PeopleSoft, communications, and APAS processes, while maintaining confidentiality and accuracy in a fast-paced, learning-oriented environment.

Qualifications

• Requires a high school diploma; post-secondary education assets are a plus.
• Ability to learn University of Calgary admissions policies and procedures.
• Proficient with Microsoft Office, email, and internet applications.
• Familiarity with PeopleSoft Campus Solutions admissions modules and document management systems preferred.
• Demonstrated ability to work in a confidential setting with good judgment.

Responsibilities

• Match and update receipt and status of transcripts and documents in PeopleSoft.
• Enter course and grade data from transcripts into PeopleSoft.
• Print letters of admission and collate information for mail-outs.
• Monitor and respond to correspondence and inquiries (phone/email).
• Provide friendly phone and email advising for Enrolment Services inquiries.
• Maintain knowledge of admission criteria and program requirements.
• Assist applicants with online applications through APAS.

Skills

Communication skills

Interpersonal skills

Teamwork

Attention to detail

Multitasking

Education

High school diploma

Tools

PeopleSoft Campus Solutions

Synergize

Microsoft Office

Job description

Description

The Admissions Team in the Office of the Registrar is currently seeking (5) Recurring Part-time Application Support positions.

Reporting to the Applicant Services Manager, this recurring part-time position supports phone and email advising and provides entry-level administrative duties to support the undergraduate application cycle.

The business day for Admissions runs from 8:30 a.m. through 4:30 p.m., Monday-Friday. Shifts will typically range from 4-5 hours in duration up to a full 7 hours, Monday to Friday, with the exception of statutory holidays and closures. Peak periods are December-July.

The Admissions Office provides centralized application, admission, and transfer credit evaluation services for both domestic and international applications to undergraduate programs offered by nine faculties. The office also provides front-line advising services to prospective students regarding application procedures and admission criteria as well as to applicants regarding documentation requirements, application status, and process. There is a high volume of work supporting more than 40,000 applications, more than 100,000 supporting documents, approximately 40,000 phone inquiries, and thousands of emails annually.

Summary of Key Responsibilities (job functions include but not limited to):

• Matches and updates receipt and status of transcripts and other documents on the PeopleSoft system, identifying those application files which are ready for review.
• Enters course and grade data from transcripts into PeopleSoft.
• Printing letters of admission.
• Collates and packages information for mail-outs to students.
• Monitors, responds to, and directs correspondence (hard copy, departmental email boxes) to appropriate staff.
• Responds to general inquiries and phone inquiries.
• PeopleSoft updates to student applications
• Scans and indexes documents into the appropriate student file.
• Provide friendly, supportive Phone and email advising for all inquiries at Enrolment Services.
• Maintain an in-depth and up-to-date knowledge of calendar admission criteria and degree program requirements as well as selection criteria for all programs.
• Provide accurate information to students and stakeholders with tact and discretion, taking into consideration individual circumstances and ensuring compliance with privacy laws.
• Assist students with the completion of their online applications through the Alberta Postsecondary Application Service (APAS), including the process to obtain an Alberta student numbers
• Monitoring service levels & wait times and identifying to a supervisor when demand exceeds pre-established service thresholds.

Qualifications / Requirements:

• Minimum of a high school diploma. Post‑secondary education would be considered a strong asset. An equivalent combination of skills and experience may be considered.
• Willingness and ability to develop an understanding of University of Calgary undergraduate admissions policies and procedures.
• Proficient with Microsoft Office, email, and internet applications.
• Familiarity and/or ability to learn and effectively and efficiently use university systems including PeopleSoft Campus Solutions admissions‑related modules and document management systems such as Synergize.
• Ability to work in a confidential setting and demonstrate good judgment in dealing with sensitive and confidential situations.
• Demonstrated ability to work in a fast‑paced, high‑pressure, team‑based environment with an ability to meet deadlines.
• Ability to embrace change in a dynamic environment.
• Excellent communication and interpersonal skills.
• Must have the ability to work independently and as part of a team while working in a supervisor‑directed setting.
• Must be organized, conscientious and possess a high degree of accuracy and attention to detail.
• Able to perform moderate physical activity.

Application Deadline: November 23, 2026

We would like to thank all applicants in advance for submitting your resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

This position is part of the AUPE bargaining unit, and falls under the Operational/Administrative Job Family, Phase 1.

For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.

About the University of Calgary

UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest‑ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands‑on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start‑ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.

The University of Calgary has launched an institution-wide Indigenous Strategy ii' taa'poh'to'p committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

The university's commitment to the Indigenous Strategy is evident through the oversight of 18 Elders serving on the Circle of Advisors and the many unit‑based circles working towards implementation of the strategy including the Faculty Advisory Circle and teams such as the Office of Indigenous Engagement, the Writing Symbols Lodge, and the Indigenous Research Support Team. Many Indigenous‑based events and processes are impacting curriculum, programming and polices at the University of Calgary.

As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Institutional Commitments ( [e-mail] ) and requests for accommodations can be sent to People & Culture ( [e-mail] ).

Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.