Admissions Coordinator

About the role

At the University of Waterloo, we create and promote a culture where everyone can reach their full potential. As an employee, you get support & opportunities that empower you to advance your career. Explore how we can bring big ideas to life, together. The University is a welcoming workplace for those of all abilities, interests, and expertise. As part of our workforce, you can do what you do best, every day. Learn more about our recruitment process. Job Requisition ID: 2026-00514 Time Type: Full time Employee Group: Staff Job Category: Admissions Employment Type: Permanent Department: Office of the Registrar - Admissions Operations Hiring Range: $51,306.48 - $64,133.10 Posting Information: This posting is for an existing vacancy. The internal posting deadline for this position is May 22, 2026, at 11:59 PM This is a Career Path position. The final level will be determined based on demonstrated skills and experience. Anticipated hiring ranges: - USG 5: $50,006- $62,507 - USG 6: $55,602- $68,828 - USG 7: $60,384- $75,481 Job Description: Primary Purpose This career path position holds increasing levels of responsibility for the delivery of all functional activities related to admissions processes. In this capacity the Admission Co-ordinator (AC) is trained to handle admissions processes and procedures. The incumbent works within a team of 10-12 people and may be assigned responsibility for various procedures related to communications with applicants seeking admission to the University. For example, the Admissions Co-ordinator is required to answer telephone, in person and email inquiries from applicants regarding the status of their admission file decision. The incumbent is required to track and communicate Ontario Secondary School (OSS) special case reviews that fall below normal admission requirements or do not follow normal OSS requirements. Responsibility ranges from entry level admissions to a leadership role, leading process and procedural projects and providing the day to day leadership required to ensure all activities are maintained, while resolving more complex problems. The AC advises and counsels applicants with respect to the implications of and reasons for positive and negative admission decisions. In doing so, he/she must be cognizant of the stresses and pressures that potential students and their guardians are experiencing and delicately handle very sensitive issues so as not to adversely affect the university's enrolment targets and overall reputation. This requires both Faculty specific and systems specific knowledge, especially when dealing with the many cases that deviate from the norm. The incumbent is responsible for verifying authenticity, coding and updating data received from or on behalf of applicants such as English Language Test scores, transcripts or other documents that are required before admission decisions can be finalized. As files are completed, the incumbent independently assesses when some applicant files are ready for a decision. In reviewing transcripts he/she is responsible in calculating routine overall grade point averages. As needed, the incumbent is required to code admission amendments to program evaluations as well as program status changes for the applicant. QUEST (PeopleSoft Student Information System) and DMS (OnBase Document Management System) allows staff to track the status of documents received, correspondence, and generate letters and reports. Throughout the admissions cycle, the incumbent is expected to be able to answer inquires related to admissions decisions, offer conditions, for both OSS and specialty admissions groups (X+X, exchange, part-time, non-degree and extend learning students. The incumbent may have frequent contact with UWaterloo Staff and Faculty Admissions Officers to discuss the status of applicant files and communicate this information precisely and accurately. The AC is expected to run standard queries and extracts to identify the various stages of completion of admissions activities and error checking. The incumbent is required to have a thorough knowledge of business processes and practices to make suggestions for improvements and to identify discrepancies. Challenges faced by the AC result from: the diversity of end users and system functionality used within the Office, as well as the need to keep abreast of admission requirements, policy and procedure changes being implemented within the Registrar's Office and University and increase in volume during peak periods. Upgrades to QUEST and DMS systems often lead to changes in administrative processes and procedures. Annually, more than 60,000 students apply for undergraduate studies at the University. The incumbent has responsibility for email, telephone and in-person support for undergraduate applicants. In addition, the incumbent is responsible for processing undergraduate applicant documents by established deadline dates. Key Accountabilities Evaluating & Communicating

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