Graduate Admissions Specialist

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

Job summary

University of Guelph in Ontario is seeking a Graduate Admissions Specialist to coordinate admissions processes from application intake to final decision. You will manage inquiries, evaluate transcripts, verify credentials, and issue official offers in alignment with university policies.

The role shares caseload across colleges with other specialists, requiring collaboration with staff and faculty. You will support graduate program offices, provide guidance on admissions, and assist with WGU

Qualifications

• 2-year college and up to 1 year of related experience or equivalent education/experience.
• Knowledge of post-secondary educational systems.
• Proficient with Microsoft Office 365, Acrobat, UPDF and FTP.
• Demonstrate diplomacy, judgement and tact; able to work independently or in a team.
• Ability to manage time-sensitive tasks with accuracy in a fast-paced environment.
• Excellent communication and presentation skills, plus organizational ability.
• Experience with Colleague and ImageNow is an asset.
• Familiarity with university graduate studies policies and procedures is an asset.

Responsibilities

• Coordinate graduate admissions from application intake to final offers.
• Import applications, resolve data discrepancies and update start terms and deadlines.
• Evaluate domestic and international credentials for authenticity.
• Review admission recommendations and funding; verify requirements.
• Monitor admitted files from conditional to final status and obtain missing docs.
• Prepare and issue official offers; reflect conditions in system.
• Administer outcomes including deferrals and refusals per procedures.
• Support outreach to prospective students and departments.
• Apply policies to WGU assessment and related data.
• Provide training to departments and advise staff on admissions processes.

Education

2-year college

Education/Experience mix

Diplomacy & tact

Time management

Strong communication

Tools

Microsoft Office 365

Adobe Acrobat

UPDF

FTP

Colleague

ImageNow

Job description

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Primary Category Page: Staff and Management

Division: Office of Registrarial Services

Requisition ID: 3066

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

Temporary full-time from 11/26/2026to06/30/2027

General Purpose

Reporting to the Manager, Graduate Admissions, the Graduate Admissions Specialist is one of three Specialists in the Office of Graduate and Postdoctoral Studies (OGPS), responsible for the centralized coordination and execution of graduate admissions processes from application through to final decision. The incumbent shares the admissions caseload divided by colleges with the other Graduate Admissions Specialists.

The incumbent support the managing of applicant inquiries, evaluation of domestic and international transcripts, verification of academic credentials, issuing final offer of admission and ensuring admission conditions are satisfied all in accordance with established policies and procedures. The position provides ongoing support and guidance to graduate program offices and serves as a resource for admissions processes to staff and faculty.

Duties and Responsibilities

• Coordinate and implement the graduate admissions process from application intake through to the issuance of final offers of admission, ensuring consistency, and alignment with university policies and procedures
• Coordinate the import of application data and resolving data error. discrepancies; supporting application updates such as start term and deadline changes, and ensuring data integrity across systems.
• Evaluate domestic and international academic credentials, including complex or non-standard cases, and assess the authenticity and integrity of official documentation.
• Review and process admission recommendations and funding from academic units, verifying admission requirements, supporting documentation and university admission conditions.
• Monitor admitted files from conditional to finalized status, following up on outstanding documentation as required and ensuring all conditions of admission are met.
• Prepare, and issue official offers of admission, ensuring that admission conditions, and program stipulations are reflected and recorded within university system.
• Administer admission decision outcomes, including deferrals, refusals and other closures ensuring applications are finalized correctly and in accordance with established procedures.
• Support outreach and engagement activities with graduate admissions processes and requirements to prospective students interested in pursuing graduate studies.
• Apply working knowledge of graduate admissions policies and procedures to process Weighted Grant Unit (WGU) assessment and related data considerations.
• Provide annual group and on-going one-on-one training to graduate departments; advise graduate program staff, front-line service units and faculty on admissions processes and requirements including the development of internal resources to promote consistent practices.

Requirements

The university recognizes that no one individual will have the following skills and experience in equal measure, but the qualifications below will be used to assess candidates:

• 2-year community college and up to one (1) year of related experience, or an equivalent combination of education and experience.
• Knowledge of post-secondary educational systems.
• Proficient in Microsoft Office 365 (Outlook, Word, Excel, PowerPoint, SharePoint), Adobe Acrobat, UPDF and use of File Transfer Protocol.
• Demonstrate a high level of diplomacy, judgement and tact and ability to work effectively both independently and with a team.
• Ability to manage time-sensitive tasks and while maintaining accuracy and attention to detail in a fast-paced environment with frequent interruptions.
• Excellent communication and presentation skills in addition to organization, prioritization and multi-tasking skills.
• Experience working with our Student Information System (Colleague) and Document Imaging System (ImageNow) is an asset.
• Familiarity with university policies and procedures related to graduate studies is an asset.

Employee Type: Temporary
Position Number:10913120

*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.

Posting Date:10/28/2026
Closing Date:11/05/2026