Recruitment Admissions Assistant

Lakehead University; Northwestern Ontario; Hybrid; CAD 42,000 - 52,000; Full time

Job summary

Lakehead University is seeking a Recruitment Admissions Assistant to support undergraduate enrolment goals through administrative functions of the recruitment and admissions team and by handling applicant data files and admission documentation.

You will receive and import electronic data distributions, verify data, monitor responses, process transcripts, coordinate status updates, and assist with budget and HR coordination, contributing to a diverse, inclusive campus.

Qualifications

• College diploma and one year experience in a related field.
• Excellent communication (written, verbal and listening) and interpersonal skills.
• Excellent time management skills with the ability to multitask.
• Ability to maintain the utmost confidentiality with respect to student information.
• Detailed knowledge of University policies, procedures and academic regulations.
• Knowledge of secondary and post-secondary education systems (Canada and International).
• Detailed knowledge of undergraduate admissions.

Responsibilities

• Receive and import electronic data distributions from the Ontario Universities’ Application Centre into the Lakehead University student information database.
• Verify application data is correct and consistent with programs offered at Lakehead University prior to importing data and determine if errors need to be reported to OUAC.
• Monitor admission responses via OUAC data distributions and in-house coding.
• Review, code and scan transcripts and other required documents for various programs and ensure they are authentic, official, complete and match the appropriate files.
• Review biographical information for completeness.
• Coordinate applicant status updates to enable registration.
• Initiates appropriate functions to produce mass correspondence
• Orders and organizes all admissions related supplies and materials.
• Coordinate arrangements to support meetings (e.g. polling attendees, room bookings, agenda circulation, recording meeting minutes, following up on action items, etc.)
• Prepares and coordinates all correspondence to support the Associate Registrar, Recruitment & Admissions; collects and collates appropriate information/materials from the relevant sources, follows up as required, tracks and maintains the information for review and decision-making
• Provides budget support and budget requests
• Supports the hiring process for new hires with HR coordination.
• Assists with mass mail-outs as required
• Open all mail and date stamp all documents received, sort all incoming mail/documents (external and internal)
• Tracks Monthly Attendance Reports
• Open, date stamp and distribute mail accordingly;
• Maintain student records and maintain filing system;
• Procure services of other departments as they relate to the special projects/events

Skills

Communication

Time management

Confidentiality

University policies

Post-secondary knowledge

Undergraduate admissions

Education

College diploma

Job description

The Recruitment Admissions Assistant contributes to Lakehead University’s undergraduate enrolment goals by supporting the administrative functions of the recruitment and admissions team, and in the receipt and processing of applicant data files and admission documentation (e.g., assisting with data imports and distributions and processing admission documents).

Responsibilities

• Receive and import electronic data distributions from the Ontario Universities’ Application Centre into the Lakehead University student information database;
• Verify application data is correct and consistent with programs offered at Lakehead University prior to importing data and determine if errors need to be reported to OUAC;
• Monitor admission responses via OUAC data distributions and in-house coding;
• Review, code and scan transcripts and other required documents for various programs and ensure they are authentic, official, complete and match the appropriate files;
• Review biographical information for completeness;
• Coordinate applicant status updates to enable registration;
• Initiates appropriate functions to produce mass correspondence
• Orders and organizes all admissions related supplies and materials.
• Coordinate arrangements to support meetings (e.g. polling attendees, room bookings, agenda circulation, recording meeting minutes, following up on action items, etc.)
• Prepares and coordinates all correspondence to support the Associate Registrar, Recruitment & Admissions; collects and collates appropriate information/materials from the relevant sources, follows up as required, tracks and maintains the information for review and decision-making
• Provides budget support and budget requests
• Supports the hiring process for new hires with HR coordination.
• Assists with mass mail-outs as required
• Open all mail and date stamp all documents received, sort all incoming mail/documents (external and internal)
• Tracks Monthly Attendance Reports
• Open, date stamp and distribute mail accordingly;
• Maintain student records and maintain filing system;
• Procure services of other departments as they relate to the special projects/events

Qualifications

• College diploma and one year experience in a related field
• Excellent communication (written, verbal and listening) and interpersonal skills;
• Excellent time management skills with the ability to multitask;
• Ability to maintain the utmost confidentiality with respect to student information;
• Detailed knowledge of University policies, procedures and academic regulations;
• Knowledge of secondary and post-secondary education systems (Canada and International), in particular;
• Detailed knowledge of all facets of undergraduate admissions.

AI may or may not be used for the screening purposes of this role.

Lakehead University is committed to creating a diverse and inclusive environment and welcomes applications from all qualified individuals including women, racialized persons, Indigenous people, persons with disabilities, and other equity-seeking groups. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority. This is in accordance with Canadian immigration requirements.

Lakehead University has a goal to recruit and retain a diverse workforce as measured by increasing representation of underrepresented groups among applicants, candidates, and hires. Experience working with Indigenous or racialized communities, and/or members of other equity-deserving groups, is a strong asset. A lived experience or worked experience of any of these issues is preferred.

We appreciate your interest; Lakehead University is committed to supporting an accessible environment. Applicants requiring accommodation during the interview process should contact the Office of Human Resources at [phone] ext. 8334 or [e-mail] to make appropriate arrangements.