Admissions Assistant, Undergraduate Admissions, Student and Enrolment Services

The University of Calgary

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Position Overview

Undergraduate Admissions within Student and Enrolment Services is currently seeking a Full-time Temporary Relief Admissions Assistant for approximately 15 months.

The Undergraduate Admissions Office supports the undergraduate admissions application platform, review and evaluation of over 40,000 applications annually. In accordance with policies and standards established by the University, the Admissions Assistant will provide expertise in work related to the admission of students to the University of Calgary. The Admissions Assistant will assess eligibility for high school domestic (and international baccalaureate), open studies and special admission category admission and admit applicants who meet approved academic requirements. The Admissions Assistant has the expertise and advising ability to help applicants navigate through academic regulations and criteria to determine an applicant’s eligibility and provide support through the application process. High standards in quality of work are necessary as errors directly affect students, the confidence of academic units, and the reputation of the University of Calgary. As a member of this team, the Admissions Assistant reports to the Applicant Services Manager and will have an impact on meeting our institutional goals for enrollment. Efficient time management is critical to ensure all deadlines are met and to ensure the efficient completion of work responsibilities related to the position. There is a very high volume of work with many interruptions and it is imperative that the Admissions Assistant can work well in a team-based, open office environment. This position provides frontline service and expertise in work related to the application and admission processes and the determination of admissibility of applicants (high school, transfer, open studies, change of program) within an advanced technical environment. The position provides advising and support to applicants through frontline customer service options such as phones, email and in-person. The incumbent requires a good understanding of the University’s academic programs, admission requirements, course transferability, and must keep abreast of regulation and process changes.

This position requires a high level of attention to detail and accuracy in an environment that experiences periods of high volumes of work with frequent interruptions. An ability to work in an open, team-oriented environment with regular distractions and interruptions is required, along with the ability to multi-task. This will require flexibility, especially at times of high volume and demand around the start of each term and during peak periods. Strong communication skills are critical to ensure that accurate and responsive information is provided with discretion and tact to avoid misunderstandings or difficult encounters. Discretion must be exercised, and good judgment followed. The incumbent must demonstrate a high level of customer service requiring excellent problem-solving and communication skills and enjoy interacting with students. Excellent team skills are essential.

Overtime and the ability to work from home may be required. Some lifting of medium-sized boxes involved.


Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

  • Provides accurate and timely information to prospective, applicants and admitted students by phone email and in-person on admission requirements, processes, regulations and conversion related activities
  • Assesses student email requests and responds and advises appropriately.
  • Interacts with students to assess student inquiries and provide accurate information.
  • Resolve situations where possible by providing student with correct information.
  • Reaches out to applicants through phone or email when necessary.
  • An in-depth knowledge of calendar admission criteria and degree program requirements for al undergraduate programs as well as the selection criteria of high demand and quota programs is maintained and up-to-date.
  • The integrity of information provided to students when advising is accurate and offered with discretio and tact.
  • Continuous learning on admission criteria and regulations relating to admissions.
  • Processes applications for admission and determines the documentation required to enable a forma evaluation and admission decision.
  • Evaluates high school and open studies qualifications presented for admission against progra entrance criteria.
  • Enters courses and awards appropriate course credits in accordance with transfer agreements.
  • Supports processes for reviewing and awarding transfer credit.
  • Reviews the alert list generated for electronic grade downloads and completes necessary follow-u work and problem resolution as appropriate.


Qualifications / Requirements:

  • A undergraduate degree is required.
  • One year advising prospective students is required.
  • One year reviewing high school and/or postsecondary transcripts is required.
  • One year of experience in a high-volume office environment required, preferably in the post- secondary context and including document management and data entry.
  • Demonstrated understanding of University of Calgary academic policies and procedures pertaining to degree and program requirements including admissions, registrations and degree planning/completion.
  • Proficient with Microsoft Office, email and internet applications.
  • Familiarity with university business systems such as the student administration module of PeopleSoft, Customer Relationship Management tool and electronic document management is preferred.
  • Ability to work in a confidential setting and demonstrate good judgment in dealing with sensitive and confidential situations.
  • Demonstrated ability to work in a fast-paced, high pressure, team-based environment with an ability to meet deadlines.
  • Ability to embrace change in a dynamic environment.
  • Excellent communication and interpersonal skills and phone and email etiquette.
  • Must have the ability to work independently and as part of a team, be pro-active and self-directed.
  • Must be organized, conscientious and possess a high degree of accuracy and attention to detail.
  • Enjoy working with students and excellent customer service skills.
  • Able to perform moderate physical activity.


Application Deadline:
December 12, 2022


We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.


Additional Information

This position is part of the AUPE bargaining unit, and falls under the Specialist/Advisor Job Family, Phase 1.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website.

The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.


About the University of Calgary

The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit ucalgary.ca.

The University of Calgary has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High, committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.


As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the
Office of Equity, Diversity and Inclusion ([email protected]) and requests for accommodations can be sent to Human Resources ([email protected]).


We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.

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