University of Waterloo

Admissions Officer - Transfer Students

Requisition ID
Job Category
5530 - Registrar
Job Status
Regular Full-Time
Hiring Range
$53,120 - $72,293


Within the Registrar’s Office (RO), responsible for the effective and efficient processing of applications from non-Ontario secondary school (non-OSS) students, focusing especially on college and university transfer students. Plays a key role as a member of the team responsible for the development and implementation of admission strategies, ensuring that applicants to all faculties are well served, thus having a direct impact on the university’s mission, reputation, and achievement of enrolment management and revenue goals as well as its ability to fulfil obligations specified in the Ministry of Training, Colleges and Universities (MTCU) credit transfer agreement.


This role is contingent on funding


Responsible for the effective and efficient processing of applications from non-OSS applicants, especially from transfer students, including all related communication

  • Assesses varied qualifications and diverse educational, cultural, socioeconomic, and work backgrounds to determine the eligibility for consideration for admission of non-OSS applicants, including all applicants who apply using the Ontario Universities’ Application Centre 105 process.
  • Exercises signing authority that creates binding decisions on behalf of the university.
  • Determines a process for the distribution of files to the correct admissions committee member in a timely manner.
  • Assesses and determines eligibility for transfer credits, particularly for Ontario college applicants, makes admission decisions and transfer credit recommendations and decisions, and facilitates the admission of transfer students.
  • Oversees and maintains a high standard of selection; consistently and equitably applies constructive, critical, independent, unbiased judgment to each admission case; recognizes the need for departures from established policies; and prepares and presents complex or special cases and appeals to the appropriate admissions committee for review.
  • Provides helpful, accurate responses to inquiries and requests from applicants, staff, and faculty regarding the status of applications, and follows up with high-calibre non-OSS applicants whose files are incomplete.
  • Provides superior, empathetic customer service in all oral and written communication, elaborating on negative decisions; managing confidential and sensitive issues; and providing appropriate, equitable, and informed counselling about alternatives based on a candidate’s background and goals.
  • Responsible for following up during the post-offer phase with regard to admission conditions, bulk refusals, file cleanup, and the disqualification process.
  • Proactively ensures the accuracy and consistency of acknowledgement and admission materials that are sent to applicants.
  • Based on faculty policy, ensures appropriate consideration of entrance scholarships for admitted non-OSS applicants.
  • With consideration of the highly competitive inter-university academic environment, reviews policy, procedural, and system initiatives; provides input; and recommends progressive improvements to the management of non-OSS admissions.
  • In collaboration with the Manager, College & University Partnerships, as well as the appropriate RO and faculty academic and admissions personnel, conducts ongoing reviews of college course descriptions and curricula to
  • accurately assess the possibility of transfer credits. 
  • Proactively provides admissions committees with informed analysis of the implications of existing policies, proposed amendments, and new policies.
  • Provides recommendations for the development and ongoing enhancement of Ontario-wide postsecondary transfer credit policies and practices.
  • Advises on, develops, prepares, and reviews information forms, brochures, and web initiatives related to recruiting both Ontario secondary school (OSS) and non-OSS students and processing their applications, with special emphasis on Ontario transfer students.
  • As needed, provides assistance with the processing of OSS applications and offers of admission.  

Responsible for participating in recruitment initiatives  

  • Attends off-campus workshops designed to assist admissions personnel with credential evaluation and document analysis.
  • Participates in the Ontario Universities’ Fair.
  • Acts as a key campus-wide resource for non-OSS applicants, providing ongoing personalized communication throughout the admissions cycle and responding to inquiries from prospective students and influencers, educators, the general public, and other uWaterloo faculty and staff.
  • Contributes to articulation-specific recruitment initiatives, including but not limited to participating in events and on-line discussion forums, proofreading targeted publications, and giving presentations to prospective students.
  • Advises on, creates, and reviews promotional messages and materials for non-OSS applicants. 

Collaborates, advises, and consults

  • Collaborates with other Admissions Officers, Assistant Registrars, and members of the RO Admissions Team; serves as a member of faculty admissions committees; and works closely with admissions and academic advisors.
  • With recognition and understanding of the disparate priorities of on-campus constituents, provides expertise and advice as a key on-campus resource with respect to non-OSS applicants, acting as liaison between the RO and the faculties, professional schools, and university colleges in order to ensure the effective marketing, enrolment management, and admissions practices of both these units and the university as a whole.
  • Provides senior RO staff and faculty admissions committees with accurate reports, research, and historical analyses of admission criteria and trends at Waterloo and other educational institutions in order to ensure consistency in the decision-making process.
  • Collaborates with the Manager, College & Universities Partnerships, to research, establish, and ensure the success of potential college articulation agreements and pathways.
  • Participates in the hiring, training, and supervision of Work Study and co-op students by providing guidance with respect to time management and allocation of research projects.
  • Proactively shares knowledge so that all M&UR team members can incorporate new information and techniques into their initiatives.
  • Embraces supportive mentorship, professional quality, respectful communication, creativity, positive energy, and synergy in his/her work.

Understands and applies current, relevant market research and institutional knowledge

  • Keeps fully informed and knowledgeable about all aspects of programs, admissions, student life, visual identity and branding, success after graduation, and other issues related to undergraduate prospective students, applicants, and admitted students, including all relevant research, communications, recruitment initiatives, and how any changes impact the initiatives for which s/he is responsible.
  • Maintains a clear understanding of generational characteristics and the needs of all audiences at different stages throughout the enrolment management funnel in order to enhance the initiatives for which s/he is responsible.
  • To assess the validity, equity, and transferability of secondary and post-secondary credentials, responsible for conducting appropriate continuing research and analysis of educational systems within and outside Canada.
  • Researches and recommends enhanced transfer student marketing and admissions strategies and policies, and keeps current with respect to best practices.
  • Maintains awareness of significant developments that impact the marketing of the university to non-OSS audiences as well as the recruitment and transfer credit policies and practices of uWaterloo’s competitors. 
  • Understands the role of research in Marketing & Undergraduate Recruitment’s (M&UR’s) evidence-based strategies, and collaborates with the Research Manager to establish research objectives and create data analysis solutions to inform decision-making, strategy development, messaging, and budget; to determine the optimal methods of evaluating the effectiveness of the strategies for which s/he is responsible; and to ascertain and recommend the most effective enhancements.
  • As assigned, conducts research, writes reports, and makes recommendations for senior RO staff, faculty admissions committees, and other staff regarding system improvements and policy and procedural issues. 

Project manages work flow and business practices

  • Assumes project management responsibilities for all initiatives for which s/he is responsible, including proper control of expenditures.
  • Initiates and updates the documentation of admissions policies, procedures, and precedents in both hard copy and web-based format as a record and reference for faculty and staff involved in the non-OSS admissions process.
  • As requested, produces reports on show ratios and details of the non-OSS applicant pool, including tracking data.
  • Initiates, builds, and maintains documentation of current and new business practices related to the processing of non-OSS applications, including evaluation of the use of current resources.
  • Updates and maintains the resource library of books, CD ROMs, calendars, and websites. 


  • Participates in Marketing & Undergraduate Recruitment events and in the administration of specific RO department-wide responsibilities, including examinations, convocation, and such other general and specific duties as may from time to time be determined.



  • Bachelor’s degree or equivalent education and experience
  • 3 years of experience in a not-for-profit marketing and/or communications role, preferably in an educational setting
  • Knowledge of and experience working with admissions related policies

  • Demonstrated ability to assess applications and communicate with applicants

  • Demonstrated ability to think on the spot, improvise, solve problems, and make effective decisions independently
  • Proven aptitude for and success in providing superior customer service
  • Ability to simplify complex and varying transfer credit and admission policies for a student audience
  • Clear understanding of prospective transfer student audiences, coupled with knowledge of student recruitment marketing and enrolment management principles and the significant forces that influence uWaterloo’s quest for high-quality undergraduate students
  • Ability to speak credibly about all aspects of academic and university life, including undergraduate recruitment and admissions, transfer credit requirements, transition issues, academic programs, co-op system of study, financing, residence, student life and success, and success after graduation
  • Awareness of and sensitivity to cultural, language, religious, political, socio-economic, and other relevant factors in uWaterloo’s recruitment markets
  • Proven degree of maturity, confidence, and competence sufficient to provide effective, credible representation of uWaterloo at recruitment events
  • Excellent written and oral communication skills
  • Ability to build consensus and foster teamwork among a variety of stakeholders
  • Strong organizational skills coupled with the ability to handle multiple tasks, meet deadlines, and excel in a fast-paced environment characterized by changing priorities
  • Demonstrated ability to thrive in and contribute to an integrated and collaborative team environment and to apply a positive team approach to working with colleagues
  • Ability to influence and motivate others


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