Applications Associate

easy-outsource; Toronto; On-site; CAD 40,000 - 60,000; Full time

Job summary

easy-outsource is seeking an Applications Associate to accurately process student applications to UK universities, including UCAS and specialist programmes. You will manage application tracking, student records, and CRM updates to keep admissions on track.

The role involves coordinating with university staff, handling deadlines, and ensuring compliance with requirements. You will support knowledge sharing and workflow coordination during peak periods.

Qualifications

• Experience in applications processing, admissions administration, education consultancy, student services or a similar administrative role.
• Excellent attention to detail, organisation, communication and deadline management.
• Proficiency in Microsoft Office, particularly Excel, Word and Outlook.
• Confidence using CRM systems, online portals, document-management tools and task-tracking platforms.
• Strong problem-solving, follow-up, prioritisation and data-management skills.
• Ability to work independently, manage high volumes of work and collaborate across teams.
• Professional handling of confidential information and sensitive student records.
• Desirable: Experience with UK university admissions, UCAS, specialist programme applications, student tagging and commission processes, and systems such as Zoho CRM, Trello or Darwinbox.

Responsibilities

• Application Processing: Review, verify, prepare and submit applications, ensuring accuracy and deadlines.
• Specialist Applications: Coordinate complex applications, tracking additional requirements and deadlines.
• CRM & Records Management: Maintain accurate student records and statuses across CRM and portals.
• Student Tagging & Attribution: Process tagging requests and maintain records for commission reporting.
• University Liaison: Communicate with admissions teams regarding progress, missing documents, and decisions.
• Workflow Coordination: Monitor queues, prioritize urgent cases and manage handovers.
• Administrative Support: Maintain files, trackers, reports and SOPs; support onboarding.
• Quality Assurance & Compliance: Conduct pre-submission checks and protect confidential information.
• Process Improvement: Identify inefficiencies and support workflow improvements during peak periods.
• Stakeholder Collaboration: Work with Sales Consultants, students, parents and university staff to ensure responsive support.

Skills

Applications processing

Admissions administration

Attention to detail

CRM proficiency

MS Office

Communication skills

Independent work

Data management

Tools

Zoho CRM

Trello

Darwinbox

Job description

The Applications Associate is responsible for the accurate and timely processing of student applications to UK universities, including UCAS and specialist programmes such as Medicine, Dentistry, Veterinary Medicine and Oxbridge. The role oversees application tracking, student records,

CRM management, university liaison, student tagging and attribution, and administrative coordination to ensure smooth application progression and compliance with university requirements.

Key Responsibilities:

Application Processing: Review, verify, prepare and submit applications, ensuring all information and supporting documents are accurate, complete and submitted within deadlines, targeting a one-working-day turnaround for complete requests wherever practicable.

Specialist Applications: Coordinate complex and competitive applications, tracking additional requirements, admissions tests, interviews, references and deadlines.

CRM & Records Management: Maintain accurate student records, application statuses, documents and follow-ups across Zoho CRM, Trello, university portals and other systems.

Student Tagging & Attribution: Process and track student-tagging requests, resolve attribution discrepancies and maintain accurate records to support commission reporting.

University Liaison: Communicate with admissions teams regarding application progress, missing documents, offers, corrections and outstanding decisions.

Workflow Coordination: Monitor application queues, prioritise urgent cases, coordinate workload distribution and delegated tasks, manage handovers and report backlogs or operational risks.

Administrative Support: Maintain digital files, trackers, reports, templates, checklists and standard operating procedures; support team onboarding and knowledge sharing.

Quality Assurance & Compliance: Conduct pre-submission checks, protect confidential student information, maintain audit trails and escalate discrepancies, compliance concerns and deadline risks.

Process Improvement: Identify inefficiencies, recommend workflow improvements and support system transitions and operational planning during peak application periods.

Stakeholder Collaboration: Work closely with Sales Consultants, students, parents, university representatives and international colleagues to ensure responsive communication and effective application support.Skills & Qualifications

Skills and Qualifications

Experience in applications processing, admissions administration, education consultancy, student services or a similar administrative role.

Excellent attention to detail, organisation, communication and deadline management.

Proficiency in Microsoft Office, particularly Excel, Word and Outlook.

Confidence using CRM systems, online portals, document-management tools and task-tracking platforms.

Strong problem-solving, follow-up, prioritisation and data-management skills.

Ability to work independently, manage high volumes of work and collaborate across teams.

Professional handling of confidential information and sensitive student records.

Desirable: Experience with UK university admissions, UCAS, specialist programme applications,

student tagging and commission processes, and systems such as Zoho CRM, Trello or Darwinbox.

Experience in workload coordination, service-standard monitoring or team training is an advantage.