University of Waterloo

  • Graduate Admissions Coordinator - Course Based Programs

    Requisition ID
    Job Category
    2200 - Electrical & Computer Eng
    Job Status
    Regular Full-Time
    Hiring Range
    $45,561 - $56,951
  • Overview

    The Graduate Admissions Coordinator - Course Based Programs (Coordinator) is a specialist position which coordinates graduate admissions activities for the MEng, MEng-Electric Power Engineering and exchange programs to ensure the enrolment management goals of the Electrical and Computer Engineering (ECE) department are met. S/he is a key resource person for the MEng Program Coordinator, as well as the liaison with Graduate Studies and PostDoctoral Affairs (GSPA) and Engineering Graduate Office (EGO) to ensure that admission objectives are satisfied to meet targeted deliverables.

    The Coordinator is a key component of the quality of student experience in ECE. The Coordinator must have an appreciation for the diverse backgrounds and experiences of the department’s student body.


    Graduate Studies Admissions

    • Administers the admissions process for all ECE course-based graduate programs and exchange programs to ensure compliance with
    • Department, Faculty of Engineering, Graduate Studies, and University requirements and conditions of admission
    • Assesses applicant files for consideration and application decision
    • Evaluates applicants' qualifications and autonomously makes inadmissibility determination
    • Evaluates and applies relevant criteria of national and international educational programs and systems to ensure admission requirements or equivalencies are met
    • Investigates accreditation of unknown academic institutions
    • Applies knowledge and understanding of policies to ensure equity in the evaluation of all applicants
    • Verifies document authenticity that are required before admission decisions can be finalized
    • Prepares files and background information for special case & special needs applicants for review, and liaises with the MEng Program
    • Coordinator to resolve admission issues
    • Ensures that deadlines are achieved and that work meets required standards
    • Disseminates recommendations for final approval to the EGO for admission acceptance
    • Liaises with GSPA regarding disputed admission recommendations
    • Prepares Offer of Admission/Acceptance Letters for accepted students, obtains appropriate authorization, and ensures adherence to graduate regulations
    • Monitors acceptance status, deferrals, enrollment status changes and acceptances
    • Ensures admission requirements are satisfied for accepted applicants
    • Communicates with applicants regarding outstanding documentation or application issues
    • Investigates complex student requests, resolves complicated problems, and makes recommendations to applicants
    • Communicates adverse decisions with explanation, and recommends options/ alternatives to the applicant if appropriate
    • Follows-up with applicants by email once admission decisions have been made to ensure students confirm acceptance.
    • Maintains confidential student database (FileMaker) records for all applicants
    • Prepares requests for deferral for GSPA review and follow-up on any decisions made
    • Liaises with the MEng Program Coordinator/Advisor to ensure a smooth transition from applicant to active student
    • Acts as backup for the Graduate Admissions Coordinator - Research Based Programs during periods of high volume and absences


    • Acts as the first point of inquiry for prospective graduate students and responds to inquiries
    • Interacts with prospective students/applicants needing assistance with on-line admission
      Provides advice on the application process, eligibility requirements and regulations
    • Resolves complex admission issues and problems in conjunction with the MEng Program Coordinator
      Provides appropriate recommendations and alternatives to candidates after evaluating their personal, educational and work background along with their goals and objectives
    • Elaborates on adverse admission decisions which requires a thorough knowledge of policies and procedures to uphold the decision
    • Manages conflict resolution which can involve diffusing typically volatile situations
    • Counsels applicants on alternative options
    • Communicates with international educational institutions, government departments, funding agencies, etc. concerning unique problems pertaining to admission, study permits, scholarships, etc

    Recruitment and Communications

    • First point of contact for prospective students interested in ECE graduate programs
    • Participates in departmental information sessions (on and off-campus) and University recruitment events including graduate education fairs and program information sessions for prospective students, and other special events as required
    • Recommends future recruiting activities
    • Works with the MEng Program Coordinator on graduate recruitment strategies and outreach initiatives
    • Reviews and updates the Graduate Studies website regarding admissions information
    • Provides input on promotional materials e.g. brochures
    • Monitors and analyzes application data to ascertain effective recruitment strategies
    • Other related responsibilities based on the recruitment plan developed by the MEng Program Coordinator

    Data Collection/Reporting/Committee Support

    • Prepares data extracts to assist in the academic decision-making process for admissions
    • Provides reports and other statistical data to the MEng Program Coordinator and others as requested
    • Participates in special research projects as required (e.g. tracking how international students are progressing and if current admission criteria support success)
    • Maintains inquiry and application statistics for use in departmental reports and appraisals
    • Provides prospect, application and admission data for planning purposes


    • Attends meetings of appropriate committees and/or workgroups
    • Participates in annual graduate student orientation/recruitment activities;
    • Recommends enhancements of FileMaker, graduate program website and processes
    • Maintains procedures and documentation pertaining to the responsibilities of the position
    • Facilitates new technologies and methods to enhance efficiency and streamlineprocesses
    • Provides support to periodic internal and external graduate program reviews
    • Provides back up coverage for the other administrative staff during absencesOther duties or projects as assigned by the Manager or Administrative Officer


    • Bachelor’s Degree or equivalent education and/or experience in a related field
    • Three plus years related experience in an academic environment. Admissions experience is an asset
    • Comprehensive understanding of university policies and procedures as they relate to graduate studies and/or graduate admissions is strongly preferred
    • Intermediate to advanced skills with Microsoft Office, databases and other web based applications required – Excel, Word, Outlook, SharePoint, FileMaker, PeopleSoft, and student information systems such as Quest and OnBase
    • Ability to learn and adapt to specialized software and systems at the University
    • Unwavering commitment to client-centered service and a positive, dynamic, outgoing approach in interactions with students, clients, and colleagues
    • Ability to maintain confidentiality and appropriately handle confidential data and information
    • Ability to think and act quickly and effectively under pressure, exercising tact, diplomacy, discretion and good judgement
    • Ability to identify and assess problems, and to develop and implement creative ideas for solving non-routine situations independently
    • Effective information gathering and analytical skills
    • Proven ability to manage multiple priorities with a high level of initiative, flexibility, thoroughness, accuracy, and attention to detail, with minimum supervision is essential
    • Ability to set priorities and remain organized in a deadline driven, high volume environment
    • Excellent written and verbal communication skills including the ability to handle a wide range of queries and problems with compassion and firmness required
    • Multi-cultural competency with the ability to work with diverse applicant pool in a cross-cultural environment
    • Demonstrated ability to deal with people who are irate, frustrated or upset
    • Proven ability to create and maintain effective working relationships with faculty, staff,m and applicants
    • Knowledge of admissions criteria and/or international education systems desirable


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