Graduate Admissions Assistant

York University; Toronto; On-site; CAD 42,000 - 55,000; Full time

Job summary

York University is seeking a Graduate Admissions Assistant to support the processing of applications and submission of supporting documents. The role involves entering data into the records system, verifying documents, and maintaining accurate records while handling high-volume workloads.

You will respond to inquiries from colleagues and applicants and adapt to evolving systems and processes within the Graduate Admissions & Document Processing team.

Qualifications

• College diploma in a related field such as Business Administration or equivalent of two years' recent experience.
• Two years of recent work experience including cross-checking/verifying information, matching and sorting documents, data entry, file management, maintaining accurate records.

Responsibilities

• Process applications and incoming supporting documents for prospective students.
• Enter and maintain application data in the computerized records system.
• Verify and cross-check documents such as transcripts and test results.
• Respond to inquiries from colleagues, applicants, students and prospective students about status and documents.

Skills

Effective communication

Data entry

Document verification

Confidentiality

Attention to detail

Education

College diploma in a related field such as Business Administration

Tools

ADMW-SIS

CRM

MS Excel

Job description

Purpose

Reporting to the Manager, Graduate Admission & Document Processing, the Graduate Admissions Assistant is a key member of the Graduate Admissions & Document Processing team, responsible for providing timely and accurate processing of applications and incoming supporting documents for prospective students. The role provides administrative support to FGS and graduate programs across the university. The role is responsible for ensuring the applications for Admission are accurately entered and maintained in the computerized records system, including the processing of all supporting documentation received from applicants (e.g., transcripts, entrance test results). The role supports general administrative and documentation processes and responds to inquiries from colleagues across FGS, graduate programs and the broader university, as well as from applicants, students and prospective students, when required, regarding the status of applications and supporting materials. As technologies evolve, the role is required to adapt to new systems and all related processes.

Education

• College diploma in a related field such as Business Administration is required or an equivalent of two (2) years' recent experience (defined as within the last three years) working at York University and performing the same or similar tasks. This education equivalency is in addition to the experiential requirements outlined below.

Experience

• Two (2) years of recent work experience including cross-checking/verifying information, matching and sorting documents, data entry, file management, maintaining accurate records, handling sensitive information (e.g., student records, financial data).

Skills

• Effective communication skills.
• Effective skills in cross-checking, verifying, matching, and sorting documents to maintain accurate records.
• Effective attention to detail and accuracy in all aspects of work.
• Effective interpersonal skills, including flexibility and the ability to work collaboratively as part of a team
• Effective judgment in handling inquiries, records, and procedural decisions.
• Ability to work efficiently under pressure in a high-volume environment with constant deadlines, interruptions, and multiple concurrent tasks.
• Effective reading comprehension, proof-reading, and spelling abilities.
• Ability to maintain confidentiality of sensitive information.
• Effective keyboarding skills and data entry skills, including working with large, computerized records systems (e.g., ADMW-SIS, CRM), basic mathematical skills.
• Basic MS Excel.
• Ability to adapt to new technologies and digital tools.
• Knowledge of admissions processes, application cycles, academic terminology used in documentation such as transcripts, diplomas, other related records.
• Knowledge of geographical locations to support the review and assessment of academic credentials.

Additional Notes

Please note: This position requires the candidate to produce a verification of degree(s), credentials(s), or equivalencies from accredited institutions and/or international equivalents at the time of interview.

If you are a current York University employee in the YUSA-1 bargaining unit and/or are using your job posting rights under the collective agreement to view and apply for jobs, you must apply through the Employee Career Portal - YU Hire to be considered an internal applicant.

As per Article 12.02(f) of the YUSA-1 Collective Agreement, to be considered an internal applicant, employees in the YUSA-1 bargaining unit must submit the application 5 working days following the first day of posting. This is referred to as the 'Posted Date' on the job posting. Please refer to the 'Posting Intent' on the job posting.

The University welcomes applications from all qualified individuals, including, but not limited to women, persons with disabilities, visible minorities (racialized), Indigenous Peoples and persons of any gender identity and sexual orientation. York University is committed to a positive, supportive and inclusive environment.

York University offers accommodation for applicants with disabilities in its recruitment processes. If you are contacted by York University regarding a job opportunity or testing, please advise if you require accommodation.

We are committed to enhancing our environmentally and socially responsible practices for the benefit of all members of the York community. Our long term perspective recognizes our responsibility to be innovators and to continually work as a community to reduce our ecological impact.

York University employees must apply to jobs through the Employee Career Portal - YU Hire. If you are a current York University employee and/or are using your rights under a collective agreement to view and/or apply to jobs, you MUST log into YU Hire to access the York University Employee Career Portal.

Applications must be received by 11:55 pm EST on the posted deadline date, if applicable. Posting deadlines can be updated, or modified, at any time based on hiring needs. Please refer to the York U Career Portal when confirming posting deadlines.