Applications Assistant, Office of the Registrar

University of Calgary; Calgary; On-site; CAD 45,000 - 60,000; Full time

Job summary

The University of Calgary Admissions Team is seeking a Full-time Regular Applications Assistant to provide front-line advising and support for applicants and students. The role involves processing applications in APAS, managing transcripts in PeopleSoft, and coordinating communications, with occasional events and lifting of medium boxes.

The position requires an undergraduate degree or equivalent, at least 1 year in an office setting, and strong organization, confidentiality, and communication

Qualifications

• Undergraduate degree preferred or equivalent experience.
• Minimum 1 year in an office environment.
• Experience with sensitive documents.
• 6 months data entry accuracy.
• Familiarity with university admission processes.
• Fluency in English.
• Proficient with Microsoft Office, email and internet applications.
• Knowledge of PeopleSoft Student Administration and Communication Generation modules.
• Familiarity with Synergize document management system.
• Ability to handle confidential information with discretion.
• Ability to work in a fast-paced, high-pressure, team-based environment.
• Willingness to adapt to change.
• Excellent communication and interpersonal skills.
• Ability to work independently and as part of a team; proactive.
• Organized with a high degree of accuracy.
• Enjoy working with students; demonstrated success.
• Able to perform moderate physical activity.

Responsibilities

• Provide accurate information to students and stakeholders with tact and discretion.
• Frontline communication via email, phones, and in-person support.
• Assist students with online applications through APAS, including ASN.
• Attend activities and events to support undergraduate recruitment.
• Match and update receipt/status of transcripts on PeopleSoft.
• Enter course/grade data from transcripts into PeopleSoft.
• Enter test result information and update applications accordingly.
• Maintain exchange, visiting student, and dual credit applications.
• Scan and index documents into student files.
• Monitor and direct correspondence to appropriate staff.
• Maintain relationships with Admissions and Enrolment Services.
• Place holds on accounts for late/missing transcripts.

Education

Undergraduate degree preferred

Tools

Microsoft Office

PeopleSoft

Synergize

APAS

Job description

Description

The Admissions Team in the Office of the Registrar is currently seeking a Full-time Regular Applications Assistant.

The Admissions Office provides centralized application, admission, and transfer credit evaluation services for both domestic and international applications to undergraduate and open studies programs. The office also provides front-line advising services to prospective students regarding application procedures and admission criteria, documentation requirements, application status, process, and timelines. There is a high volume of work, with more than 40,000 applications received annually.

Reporting to the Application Services Manager, this position provides prospective students, applicants, and newly admitted students with accurate information and guidance regarding admission policies and procedures. There is moderate stress due to the high volume of inquiries and the acute nature of competitive admissions at a university.

Overtime may be required during peak periods. Attendance at events to support applicants outside of regular work hours will also be required. Some lifting of medium-sized boxes is involved.

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

Student Advising and Customer Service

• 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.
• Frontline communication through email, phones, and in-person support.
• Assist students with the completion of their online applications through the Alberta Postsecondary Application Service (APAS), including the process to obtain an Alberta Student Number (ASN).
• Attend activities and events to support undergraduate recruitment and conversion.

Supports Admissions Process

• Matches and updates receipt and status of transcripts and other documents on the PeopleSoft system, identifying those application files which are ready for evaluation.
• Enters course and grade data from transcripts into PeopleSoft.
• Enters test result information (English Language tests, AP, WAEC, GCE, etc.) and updates applications accordingly.
• Maintains exchange, student researcher, visiting student researcher, and dual credit applications and admissions when no evaluation is required.
• Scans and indexes documents into the appropriate student file.
• Monitors and directs correspondence (hard copy, departmental email boxes) to appropriate staff. Respond to general inquiries.
• Maintain effective and collegial working relationships with colleagues in Admissions and Enrolment Services.
• Place holds on accounts for late/missing transcripts/documents

Manage Printing of Offers and Denial Hard-copy Letters

• Initiate and oversee the large volume printing and electronic imaging of various admission letters and mailing labels to students. Manually edit information, if required.
• Review error lists and remediate as appropriate.
• Establish a schedule that ensures timely printing of all letter types.
• Collates and packages information for mail-outs to students.
• Troubleshoot printer problems.

Performs Other Duties As Required

• Acts as a resource to other units within the Office of the Registrar, Faculties, and campus service units.
• Performs other duties as required.

Qualifications / Requirements:

• An undergraduate degree is preferred. An equivalent combination of skills and experience will be considered.
• Minimum 1 year of experience working in an Office Environment. University Context is preferred.
• Minimum 1 year of experience working with sensitive documents.
• 6 months' experience completing data entry accurately.
• Demonstrated understanding of University of Calgary policies and procedures pertaining to admission and registration into degree programs.
• Fluency in English.
• Proficient with Microsoft Office, email and internet applications.
• Familiarity and/or ability to learn and effectively and efficiently use university business systems such as the Student Administration and Communication Generation modules of PeopleSoft and an electronic document management system 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 ability to work independently and as part of a team, be pro-active and self-directed.
• Must be organized, conscientious and possess a high degree of accuracy and attention to detail.
• Enjoy working with students. - Demonstrated success working with students.
• Able to perform moderate physical activity.

Application Deadline: October 2, 2026

We would like to thank all applicants in advance for submitting their 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 2.

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.