University of Waterloo

  • Graduate Admissions Assistant

    Requisition ID
    Job Category
    2200 - Electrical & Computer Eng
    Job Status
    Temporary Appointment (Contract)
    Hiring Range
    $41,377 - $51,721
  • Overview

    Term: 6 months


    The Graduate Admissions Assistant (Assistant) is responsible for supporting admissions activities and for the timely processing of applications to the Electrical and Computer Engineering (ECE) graduate programs. The incumbent is responsible for efficiently supporting admission activities by pre-screening documentation from domestic and international applicants to the MASc and PhD degree programs, and assisting with the timely and accurate processing of applications.



    • Assist prospective students with graduate application process and provide general guidance regarding the application process and program requirements
    • Assess applications for completeness, verify authenticity of international credentials and review academic history based on admission standards
    • Notify and follow up with applicants regarding missing information and request additional documents
    • Code and update data received from applicants e.g. English Language Test scores, transcripts, references or other required documents
    • Prepare averaging of transcripts in order to determine applicant admissibility for admission to ECE programs
    • Assess when applicant files are ready for review and upload applications to the Odessey system for circulation to 95+ faculty members
    • Responsible for the creation and maintenance of graduate admission files including circulation of approximately 900 applications for the Fall term and required feedback from faculty members
    • Ensure all admission requirements (GPA, GRE, complete transcripts, TOEFL, Record of Landing, etc) are complete for accepted applicants
    • Communicate with applicants regarding outstanding admission conditions and assist with clearing admission conditions
    • Track status of documents received, correspondence and decisions (acceptance/denial), offer letters, etc.
    • Discuss status of applicant files and communicate information precisely and accurately


    • Attends meetings and training as required
    • Manage and maintain confidential student records and files in accordance with UW Records policy and retention guidelines
    • Other duties or projects as assigned by the Manager or Administrative Officer


    • College diploma in administration, undergraduate degree preferred, or equivalent combination of education and experience
    • 2+ years related experience, preferably in an academic environment
    • Previous experience related to graduate admissions, evaluating transcripts or knowledge of international education systems an asset
    • Excellent written and verbal communication skills including the ability to handle a wide range of queries with tact, diplomacy and firmness required
    • Interpersonal skills and multi-cultural competency with the ability to work with a diverse applicant pool in a cross-cultural environment
    • Excellent organizational skills, effective information gathering, and analytical skills are required
    • Attention to detail, accuracy and the ability to manage confidential information is essential
    • Intermediate skills with MS Office, databases, and other document sharing applications required – Excel, Outlook, SharePoint, File Maker, student information systems, SalesForce; working knowledge of Quest and OnBase an asset
    • Ability to learn and adapt to specialized software and systems at the University
    • Problem solving skills with the ability to interpret and apply guidelines to a variety of situations
    • Ability to think and act quickly and effectively under pressure, exercising good judgement
    • Ability to handle frequent interruptions and set priorities in a deadline driven, high volume environment
    • Self-starter with the ability to work independently or within a team
    • Understanding of university policies and procedures as they relate to graduate admissions is preferred


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