Graduate Admission Coordinator

Ontario University Athletics; Guelph; On-site; CAD 55,000 - 75,000; Full time

Job summary

University of Guelph is seeking a Graduate Admission Coordinator to support domestic and international applicants across master’s, doctoral, and graduate diploma programs. You will process applications, manage transcripts and documentation, and provide guidance to staff and referees.

You will supervise student workers, coordinate deadlines, and collaborate with multiple units to ensure accurate, timely admission decisions.

Qualifications

• Experience with databases and student information/document-management systems.
• Proficient with SharePoint, Word, Excel and Outlook.
• Strong accuracy and efficiency in document processing and data entry.
• Excellent written and oral communication and interpersonal skills.
• Ability to coordinate work across multiple internal and external stakeholders.
• Cross-cultural communication experience or training is an asset.
• WES fraudulent document training completion or willingness to complete.

Responsibilities

• Coordinate the annual graduate application cycle across all units.
• Serve as liaison between academic units, curriculum team and application system admins.
• Process graduate applications and maintain applicant records; resolve duplicates.
• Manage program-specific document requirements and intake of transcripts/refs.
• Review documents for format, authenticity and completeness; escalate fraud as needed.
• Monitor transcripts and admission conditions; retrieve electronic transcripts.
• Maintain document retention and secure destruction in line with policy.
• Support Letter of Admission verification with IRCC.
• Respond to enquiries and provide procedural guidance to staff and referees.
• Train and supervise student employees and improve workflows.

Skills

Database experience

Analytical thinking

Communication

Attention to detail

Confidentiality

Team collaboration

Education

Post-secondary education with up to 2 years related experience

Tools

SharePoint

Word

Excel

Outlook

Job description

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Primary Category Page: Staff and Management

Division: Office of Registrarial Services

Department:Office of Graduate Studies
Position covered by the Collective Agreement with USW Local 4120

Temporary full-time from 10/26/2026to10/25/2027

General Purpose

Reporting to the Manager, Graduate Admissions, the Graduate Admission Coordinator (GAC) is responsible for supporting the admission of domestic and international applicants to master's, doctoral, and graduate diploma programs at the University of Guelph. The position processes graduate applications and supporting documents, manages transcripts and final documentation, supports document and Letter of Admission verification activities, responds to applicant and program questions, and coordinates graduate admission workflows.

The GAC provides operational support to applicants, Graduate Program Assistants, faculty members, academic units and other University stakeholders by ensuring applications and supporting documentation are processed accurately and efficiently. The position maintains applicant records, supports annual application-cycle activities and application system(s) deadline coordination, and provides day-to-day guidance to LINC, Work Study and other student employees who assist with scanning, document indexing, reference adjustments and application maintenance. The GAC is also responsible for other related duties as assigned by the Manager, Graduate Admissions.

Duties and Responsibilities

• Coordinate the annual graduate application cycle, including the setup and maintenance of application deadlines, intakes and program availability across all academic units.
• Serve as the operational liaison between academic units, the curriculum team and application system administrators for program additions, modifications and deletions.
• Process graduate applications and maintain applicant records, resolving duplicate or incomplete records and completing start-term and program changes, account access issues and application fee chargebacks.
• Manage program-specific document requirements and the intake of transcripts, references and supporting documentation; scan, index and link documents and route complete files to academic units for decision.
• Review documents for format, authenticity and completeness, escalating suspected fraud or irregularities as required.
• Monitor final transcripts, proof of degree completion and admission conditions, including the retrieval of electronic transcripts from third-party credential providers.
• Administer the official document retention and secure destruction process in accordance with University requirements.
• Support Letter of Admission verification activities with Immigration, Refugees and Citizenship Canada (IRCC).
• Respond to applicant enquiries and provide procedural guidance to graduate program staff, faculty and referees on application and documentation requirements.
• Train, assign and review the work of student employees; maintain process documentation and contribute to workflow improvements and new system implementation.

Requirements

• Post-secondary education, typically a one-year community college, and up to two (2) years of related experience, or an equivalent combination of education and experience.
• Experience working with databases and student information, records or document-management systems.
• Proficient in SharePoint (e.g., updating site pages), Word (e.g., formatting letters), Excel (e.g., tracking and reconciling data), email and web-based applications, with the ability to research information independently.
• Demonstrated accuracy and efficiency with document processing and data entry.
• Very strong planning, organizational and multi-tasking skills, with the ability to manage competing priorities and multiple concurrent deadlines under pressure.
• Demonstrated analytical and problem-solving skills, including the ability to identify and resolve discrepancies in records and documentation.
• Excellent written and oral communication and interpersonal skills, including experience working with students, faculty and senior staff.
• Demonstrated tact, confidentiality, diplomacy, discretion and good judgment, and the ability to work effectively both independently and as part of a team.
• Ability to coordinate work across multiple internal stakeholders and external organizations.
• Firsthand cross-cultural communication experience or training, and cultural sensitivity.
• Completion of, or willingness to complete, WES fraudulent document training.
• Familiarity with academic credentials and educational systems outside of Canada.
• Experience with Colleague, GryphForm, ImageNow, PowerAutomate and Outlook.
• Familiarity with the University of Guelph's graduate admission policies, procedures and practices.
• Fluency in more than one language is an asset.

Employee Type: Temporary

*Tentative evaluation; subject to final review.

At the University of Guelph, fostering a culture of inclusion is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.