Graduate Admissions Assistant, Faculty of Graduate Studies

University of Calgary; Calgary; On-site; CAD 25,000 - 41,000; Part time

Job summary

The University of Calgary is seeking a Recurring Part-time Graduate Admissions Assistant to support the Admissions Team in processing graduate applications for both domestic and international students. Reporting to the Manager, Graduate Admissions, this role focuses on accuracy, timely applicant communications, and team collaboration in a busy office.

Hours vary with seasonal peaks; the incumbent will assist through email and phone to ensure applications meet admission criteria and deadlines are

Qualifications

• Bachelor's degree in a related field and/or a certificate or diploma in administration is required.
• 2-3 years of experience working in student administration and/or admissions, including answering inquiries, processing applications, transcripts, and test scores is required.
• Experience in a high-volume office environment required, preferably in the post-secondary context and including document management and data entry.
• Demonstrated understanding of University of Calgary academic policies and procedures pertaining to admissions.
• Intermediate to advanced skills in Microsoft Office, including Microsoft Excel. The ability to develop and maintain reports in Excel and analyze data is a strong asset.
• Experience with UCalgary Student Information System (PeopleSoft Campus Solutions) and Synergize Electronic Document Management System (EDMS).
• Ability to work in a confidential setting and demonstrate good judgment in dealing with sensitive and confidential situations.
• Ability to evaluate eligibility of incoming applications with respect to admissions criteria and make decisions accordingly.
• High level of organization with the ability to manage a heavy volume of work and complete tasks efficiently is required.
• Demonstrated success as a positive, collaborative, and supportive team member.
• Demonstrated excellence in written and verbal communication skills. Ability to plan and develop communications to prospective students.
• The ability to manage one's own workload to minimize stress, maintain wellness and model desired work behavior is required.
• Must be able to manage multiple changing priorities while still maintaining and meeting deadlines.
• Ability to quickly learn new processes and procedures associated with different technologies and information systems.

Responsibilities

• Advising and Customer Service (45%): Maintains up-to-date knowledge of calendar admission criteria and contacts applicants to gather missing information.
• Application Follow Ups (45%): Determines what information is missing and coordinates with offices to request documents.
• Transcripts and Other (10%): Verifies official transcripts and handles related duties.

Skills

Customer service

Attention to detail

Data entry

Excel

Communication skills

Confidentiality

Education

Bachelor's degree / Admin certification

Tools

PeopleSoft

EDMS

Microsoft Office

Job description

Description

The Faculty of Graduate Studies is currently seeking a Recurring Part-time Graduate Admissions Assistant until March 31, 2028.

The Admissions Team in the Faculty of Graduate Studies provides centralized application review services for both domestic and international applications to graduate programs. The Graduate Admissions Assistant reports to the Manager, Graduate Admissions and will play a critical role in the processing of the applications.

In accordance with policies and standards established by the University, the Graduate Admissions Assistant will provide expertise in work related to the admission of students to graduate programs at the University of Calgary. The Graduate Admissions Assistant will follow up with applicants where things are missing or require clarification, and resolve any issues related to the application before they move to the final evaluation. The Graduate Admissions Assistant has the expertise and advising capabilities to help applicants navigate through academic regulations and criteria to confirm their eligibility and provide support through the application process.

High standards in quality are necessary as errors directly affect applicants, students, the confidence of academic units, and the reputation of the University of Calgary. Efficient time management is critical to ensure all deadlines are met and to ensure the efficient completion of work responsibilities related to the position. There is a very high volume of work with many interruptions, and it is imperative that the Graduate Admissions Assistant can work well in a team-based, open office environment. This position requires a high level of attention to detail and accuracy, and the ability to multi-task is essential.

The position provides advising and support to applicants through email. This will require flexibility, especially at times of high volume and demand during peak periods. Strong communication skills are critical to ensure that accurate and responsive information is provided to avoid misunderstandings or difficult encounters. Discretion and tact must be exercised, and good judgment followed.

Hours of work will vary throughout the year based on operational requirements. We anticipate increased hours from September through April during peak admission cycles, with reduced hours during the summer months (May-August).

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

Advising and Customer Service (45%)

• Maintains up-to-date knowledge of calendar admission criteria for graduate programs and a thorough understanding of the University of Calgary website and where to find information.
• Contacts applicants through phone or email where more information is needed before an application can proceed to the program for evaluation.
• Provides accurate and timely information to applicants by email on admission requirements, processes and regulations. This includes advising on clearing holds, clarifying identity concerns, advising in situations where students are requesting concurrent registration, and providing clarification when documents uploaded do not meet the criteria for what has been requested.
• Resolves issues or missing information in the application by providing applicants with correct information and next steps.

Application Follow Ups (45%)

• Gains and applies an in-depth knowledge of calendar admission criteria and basic program requirements for graduate programs.
• Determines what information is missing and which documents are needed on a case-by-case basis to proceed with the admission review.
• Coordinates with other offices on campus to ensure a thorough understanding of application materials requested.
• Assists with GPA calculations.
• Performs application maintenance and application updates as they pertain to status in PeopleSoft; determines when applications are ready for program evaluation and codes them appropriately.
• Ensures applicants receive accurate and timely updates on the status of their application either by email or via the PeopleSoft Student Centre.

Transcripts and Other (10%)

• Verifies that incoming official transcripts can be considered final and removes from the student to-do list; contacts students when further official documents are required.
• Other related duties as assigned.

Qualifications / Requirements:

• Bachelor's degree in a related field and/or a certificate or diploma in administration is required.
• 2-3 years of experience working in student administration and/or admissions, including answering inquiries, processing applications, transcripts, and test scores is required.
• Experience in a high-volume office environment required, preferably in the post-secondary context and including document management and data entry.
• Demonstrated understanding of University of Calgary academic policies and procedures pertaining to admissions.
• Intermediate to advanced skills in Microsoft Office, including Microsoft Excel. The ability to develop and maintain reports in Excel and analyze data is a strong asset.
• Experience with UCalgary Student Information System (PeopleSoft Campus Solutions) and Synergize Electronic Document Management System (EDMS).
• Ability to work in a confidential setting and demonstrate good judgment in dealing with sensitive and confidential situations.
• Ability to evaluate eligibility of incoming applications with respect to admissions criteria and make decisions accordingly.
• High level of organization with the ability to manage a heavy volume of work and complete tasks efficiently is required.
• Demonstrated success as a positive, collaborative, and supportive team member.
• Demonstrated excellence in written and verbal communication skills. Ability to plan and develop communications to prospective students.
• The ability to manage one's own workload to minimize stress, maintain wellness and model desired work behavior is required.
• Must be able to manage multiple changing priorities while still maintaining and meeting deadlines.
• Ability to quickly learn new processes and procedures associated with different technologies and information systems.

Application Deadline: October 6, 2026

Please include a cover letter with the resume.

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 Specialist/Advisor 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.