Prospective Graduate Student Administrator

Athabasca University; Town of Athabasca; On-site; CAD 42,000 - 56,000; Full time

Job summary

Athabasca University is seeking a permanent-fulltime Prospective Graduate Student Administrator in the Faculty of Health Disciplines. The role supports the full admissions cycle, responds to applicant inquiries, and ensures documentation meets requirements.

The successful candidate will manage applicant records, verify materials, and communicate clearly with applicants, staff, and external contacts, while upholding institutional policies and confidentiality.

Qualifications

• Undergraduate degree required.
• Minimum of two years experience in a post-secondary admissions, student services, academic administration, or related environment.
• Demonstrated understanding of graduate admissions processes, academic policies, student records, and applicant documentation requirements.
• Experience interpreting admission requirements, assessing application completeness, reviewing transcripts, calculating GPAs, and supporting credential/prerequisite review is strongly preferred.
• Strong computer skills, in-depth knowledge of Microsoft 365 Office applications is required; familiarity with MyCreds, Alfresco, CRM Recruit, Ellucian SRM, Greymatter, Amazon Connect, Brightspace, and Banner are strong asset.

Responsibilities

• Support the full admissions cycle, including responding to applicant inquiries.
• Interpret admission requirements and review documentation for completeness.
• Maintain applicant records and prepare files for review by Team Lead or Program Director.
• Ensure data accuracy and confidentiality in admissions processes.

Skills

Attention to detail

Academic administration

Data accuracy

Communication skills

Deadline-driven

Confidentiality

Education

Undergraduate degree

Tools

Banner

CRM Recruit

Brightspace

Microsoft 365

Alfresco

Job description

Guided by Like No Other, Athabasca University’s (AU) strategic plan, AU’s approach to accessible yet transformative education and research is truly distinctive. Our academic mission is to remove barriers to post-secondary education for learners, regardless of their age, location, career, or educational background.

Based in the beautiful region of Athabasca, Alberta, AU is one of four Comprehensive Academic and Research Universities (CARUs) in the province. We are a public, board-governed, open, and online university serving more than 37,000 students across Alberta, Canada, and around the world.

AU seeks to be an agile and inclusive workplace in which all team members can grow, make their highest contribution, and each make a difference to our academic vision and mission.

Led by President Dr. Alex Clark, AU is embarking on an exciting new chapter. Drawing from five decades of growth in distance and online education, we aim to grow our position as Canada’s foremost innovator in flexible, online and accessible learning. With an inclusive Senior Leadership Team dedicated to empowering every team member to contribute, learn and thrive, AU stands poised for an exciting and ambitious next stage of development.

Athabasca University’s Faculty of Health Disciplines is recruiting for a permanent-fulltime Prospective Graduate Student Administrator.

First consideration will be given to internal applicants according to the AUPE Collective Agreement, Article 11.02

Faculty Of Health Disciplines

The Faculty of Health Disciplines (FHD) is a proven national leader in health care education, offering high quality programs that enable graduates to make a difference in people's lives, lead innovation and progress in health care systems, engage in research and chart rewarding, lifelong careers. The Faculty of Health Disciplines (FHD) offers innovative and accessible programs and courses in both undergraduate and graduate studies, including the thesis research opportunities for graduate learners.

FHD actively promotes research excellence and is home to two Canada Research Chairs in Regulation, Social Governance, and Inequities in Health as well as in Resurgent Methodologies for Indigenous Health. Faculty members are engaged in programs of research in a variety of health-related areas. Faculty members' research is funded nationally, including CFI, CIHR, and SSHRC, as well as through regional and provincial organizations.

We encourage you to visit the faculty website https://www.athabascau.ca/health-disciplines/ to learn more.

The Position

Reporting to the Faculty of Health Disciplines Graduate Admissions Team Lead, the Prospective Graduate Student Administrator provides specialized administrative, admissions, and prospective student support for FHD graduate programs. This position supports the full admissions cycle, including responding to applicant inquiries, interpreting admission requirements, reviewing documentation, assessing file completeness, maintaining applicant records, and preparing files for the Team Lead, Program Director, or other designated person to review. The role requires strong knowledge of graduate program requirements, institutional policies, prerequisite requirements, GPA calculations, and applicant documentation standards. The incumbent reviews and verifies application materials, researches academic institutions and course information, tracks outstanding documents, and enters applicant and decision information into Banner and other admissions systems. This position requires accuracy, confidentiality, independent prioritization, and sound judgment in a high volume, deadline driven environment. The successful candidate will support data integrity, process improvement, admissions reporting, and clear, professional communication with applicants, academic staff, university departments, and external organizations.

Qualifications

• Undergraduate degree required
• Minimum of two years experience in a post-secondary admissions, student services, academic administration, or related environment
• Equivalent combinations of education and directly related graduate admissions experience may be considered
• Demonstrated understanding of graduate admissions processes, academic policies, student records, and applicant documentation requirements
• Experience interpreting admission requirements, assessing application completeness, reviewing transcripts, calculating GPAs, and supporting credential/prerequisite review is strongly preferred
• Strong computer skills, in-depth knowledge of Microsoft 365 Office applications is required; familiarity with MyCreds, Alfresco, CRM Recruit, Ellucian SRM, Greymatter, Amazon Connect, Brightspace, and Banner are strong asset
• Ability and willingness to learn and work effectively with additional admissions, document management, CRM, and institutional systems
• Strong attention to detail and demonstrated ability to maintain accurate records, ensure data integrity, and meet strict deadlines
• Excellent written and verbal communication skills, including the ability to provide clear, accurate, and professional information to prospective students, applicants, staff, faculty, and external contacts
• Demonstrated ability to interpret and apply complex academic policies, procedures, regulations, and program requirements with sound judgment
• Strong organizational and time-management skills, including the ability to independently prioritize work in a high-volume, deadline-driven environment
• Proven ability to investigate issues, research information, identify solutions, and make appropriate referrals or recommendations
• Demonstrated tact, diplomacy, confidentiality, and professionalism when working with sensitive applicant and student information
• Ability to work independently with minimal supervision while maintaining effective communication with colleagues and stakeholders
• Ability to work collaboratively in a team-based environment and contribute to process improvement, training, and administrative continuity across graduate admissions functions
• Demonstrated ability to establish and maintain cooperative working relationship with staff, colleagues, school administrators, officials, and representatives

Contact Information

For further information regarding this position, please contact Rachael Chvez, Faculty Manager, Dean Office Faculty of Health Disciplines, [e-mail]

Work at AU

Athabasca University (AU) has widened access and increased opportunity to higher education for over 50 years for everyone by providing access to high-quality university education and professional development for students by removing physical, digital and systemic barriers to learning and success.

A university like no other for people like no other

An Open And Online University, AU Is a Unique Hybrid Workplace With More Than 1300 Staff Working Across Five Faculties And Six Portfolios. From AU’s Home On The Indigenous Lands Of Treaty 6, Treaty 8 And Metis Northern Alberta, We Are Alberta’s Only Rurally-situated University With

• Over 37,000 students across five faculties—with 33,000 undergraduates and 4,000 graduate students
• 900 courses over 70 programs—with choices from micro-credential and baccalaureate to masters and doctoral levels
• Some of the country’s most well established and largest accredited academic and professional programs in business, registered nurse and nurse practitioner programs, science, and humanities & social sciences
• 560,000 alumni across 101 countries

As Alberta and Canada’s premier and largest online university, AU’s commitment to widening access and participation has been consolidated under its current Like No Other Strategic Plan, which focuses on fostering a better and more equitable world via teaching, research, and impact in place and digital space.

Under the Like No Other plan, AU seeks to be a trust- and team-oriented workplace focused on quality and innovation in which everyone is respected authentically and is and feels welcome.

Putting our learners at the centre, AU seeks to reduce barriers to access, build opportunities for growth, and foster community and connection while integrating equity, diversity and inclusion, Indigenous conciliation, and transformative systems across our activities and impacts.

AU’s centre for Indigenous peoples and communities, Nukskahtowin (or “Meeting Place”), is a welcoming place for all people and ideas to come together. Since 2001, the main goal has been to recognize and develop traditional Indigenous knowledge and to support, protect, and keep Indigenous knowledge, education, and oral traditions strong. After the Truth and Reconciliation Commission’s Calls to Action and the United Nations Declaration on the Rights of Indigenous Peoples, we renewed our commitment to all forms of Indigeneity at AU.

Acting from values, AU is committed in our systems and practices to working together to create a respectful, safe, and healthy environment in which to work and learn. The university, staff and students share the responsibility of creating and fostering a safe, healthy, and respectful working and learning environment.

AU seeks to be and build a welcoming community and connection in place and digital space. Throughout the year, AU has a range of in-person, hybrid, and online activities that span working, team meetings, retreats,