Admissions and Registration Advisor

University of Toronto

Date Posted: 04/29/2024

Req ID:37148

Faculty/Division: Ontario Institute for Studies in Education

Department: Registrar’s Office Student Experience

Campus: St. George (Downtown Toronto)


About us:

OISE is recognized as a global leader in graduate programs in teaching and learning, teacher education, and education research. OISE’s hub is the Registrar’s Office and Student Experience (ROSE) often being the first and last point-of-contact with students. We attract, admit, engage, guide, serve and support a broad range of diverse constituents removing barriers and obstacles to facilitate a positive experience for all. We aim to deliver student-centred, community-focused, seamless and integrated services to future and current students, graduates, faculty and staff in an environment of mutual respect that promote student satisfaction, engagement and success. Through collaborative partnerships, our goal is to promote equitable access to academic, financial, personal/professional development programs and services beneficial to student success. We aspire to proactively pursue innovation in all services and processes. We strive to clearly and transparently communicate in an environment that assists in attracting, supporting and engaging students. We work together to make ROSE a great place to work, learn and grow.

Your opportunity:

The Admissions & Registration Advisor conducts academic assessments of applications for admission to graduate programs based on a primary deadline plus a ‘rolling’ admissions schedule. The incumbent is responsible for the efficient processing of applications with regard to receipt, compilation and routing of both applications and supporting documentation. The incumbent determines, if necessary, in consultation with the Admissions Assistant Registrar or Admissions Associate Registrar, appropriate conditions of admission on the basis of knowledge of OISE and School of Graduate Studies guidelines, procedures and regulations. The incumbent produces and verifies Offers of Admission, Notifications of Refusal and other official admission correspondence. The Admissions and Registration Advisor processes applications and provides administrative support in relation to the entire application and admission cycle. The incumbent also provides data management services in relation to the entire application and admission cycle; including data downloads, report generation, and modifying application records. The incumbent liaises with departmental faculty and staff, as well as School of Graduate Studies, general University staff and outside contacts as is required. The incumbent provides advice to applicants and inquirers on matters relating to admission policies and procedures, information on the variety of programs offered, admission requirements, deferrals and other matters.

The incumbent provides registrarial services to full and part-time continuing students, new students, and graduates, with respect to all OISE programs. The incumbent works in a very independent manner, carrying out duties requiring sound judgment, initiative and sensitivity in the complex processes of registrarial functions, receiving specific instructions only on unusual problems or on matters which depart radically from established practices. The incumbent normally establishes work procedures and priorities in conformity with School of Graduate Studies and OISE policies and completes duties on own initiative.

The incumbent ensures course selection and registration in OISE programs for 3 registration cycles yearly. The Admissions and Registration Advisor determines the registration priorities of candidates, based on specialized knowledge of the administrative requirements of the Registrar’s Office and Student Experience, the School of Graduate Studies and OISE departmental guidelines and procedures.

The incumbent advises students and other inquirers on matters relating to course selection and registration policies and procedures, appeals and other matters. Likewise, they liaise with students, staff at the School of Graduate Studies, OISE Departmental administrative staff and Graduate Liaison Officers and the Ontario College of Teachers on matters relating to course selection and registration and for maintaining confidential records and student files. The incumbent is responsible for the processing of student course selection and registration activity with regard to the receipt, processing, compilation and routing of supporting documentation. In total, the incumbent is responsible for students’ registrarial activities and records from the point of initial acceptance into programs at OISE right through to graduation, including processes related to balance of degree fees for graduates.

The Admissions & Registration Advisor administers all aspects of the Ed.D. and Ph.D. Final Oral Examinations and graduation activity under the jurisdiction of the School of Graduate Studies. Duties include appointing Chairs for examinations and monitoring the availability and service of faculty members who have been nominated by their Departments; booking rooms for final oral examinations and arranging for audio visual and teleconferencing equipment as required; review of graduation candidates’ files for completion and compliance with program requirements and preparation of Doctoral Oral examination files for submission to the Final Oral Examination Committee Chairs.

Your responsibilities will include:

  • Reviewing and assessing admissions applications
  • Liaising with contacts to ensure consistent administration procedures are followed
  • Responding to routine admissions and awards enquiries and referring complex enquiries as appropriate
  • Verifying the eligibility of applicants
  • Verifying that information is kept according to file retention procedures
  • Responding to enquiries within the defined scope of the role and redirecting as appropriate
  • Providing detailed information on processes, policies, and procedures
  • Providing detailed information regarding admission requirements to prospective students and applicants

Essential Qualifications:

  • Bachelor’s Degree or acceptable combination of equivalent experience.
  • Minimum two years recent and relevant experience in the registration, records and/or admissions area within a high volume, client service post secondary environment.
  • Minimum two years advising students concerning admissions, registration, their student record and/or convocation.
  • Excellent organizational and time management skills.
  • Extensive experience with ROSI.
  • Computer proficiency, excellent keyboarding skills and advanced knowledge of MS Office suite.
  • Strong interpersonal skills and ability to work in collegial manner with applicants, colleagues, staff and faculty.
  • Demonstrated problem solving skills.
  • Understanding of School of Graduate Studies policies and procedures.
  • Strong oral and written communication skills.
  • Tact and ability to manage heavy workload and prioritize work given competing deadlines.

Assets (Nonessential):

  • Experience in information processing and database management.
  • Broad knowledge of OISE programs, procedures and regulations.
  • Ability to work with minimal direction.

To be successful in this role you will be:

  • Efficient
  • Multi-tasker
  • Organized
  • Proactive
  • Resourceful
  • Team player

Closing Date: 05/07/2024,11:59PM ET

Employee Group: USW 

Appointment Type: Budget – Continuing 

Schedule: Full-Time

Pay Scale Group & Hiring Zone: USW Pay Band 09 — $65,407 with an annual step progression to a maximum of $83,646. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.

Job Category: Student Services

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