Admissions Advisor

OCAD University acknowledges the ancestral territories of the Mississaugas of the Credit, the Haudenosaunee, the Anishinaabeg and the Huron-Wendat, who are the original owners and custodians of the land on which we live, work and create

Please note that internal job postings are open only to current permanent OPSEU Local 576 Unit 1 employees and temporary OPSEU Local 576 Unit 1 employees with one year of continuous service.

Reporting to the Manager, Undergraduate Admissions and working in collaboration with the Admissions & Recruitment team, the Admission Advisor provides accurate information and supports applicants for admission to undergraduate programs at OCAD University (OCAD U). The Admission Advisor is primarily responsible for all aspects and processes for undergraduate applications, including processing, evaluating, and maintaining academic records, responding to requests for assistance in completing the process, advising applicants on meeting requirements, advising applicants on the transition to postsecondary studies, as well as providing resources for housing, relocating to Toronto and scholarship opportunities. The Admission Advisor reviews portfolio submissions and makes admission decisions. This position also assists the Graduate Studies admissions team, working in various student information systems, aiding in the setup of the application cycle, handling documents, and assisting with GPA calculations. The incumbent builds and maintains strong relationships with providers in the areas of English language programs, academic upgrading, housing, scholarships and awards and other resources as identified to support the transition of applicants to student status at OCAD University (OCAD U).

Summary of Responsibilities:

• Work with the Manager and departmental staff, OCAD U students, faculty, and staff to ensure current knowledge of all programs, admission policies, procedures, and entrance requirements
• Support prospective students and applicants throughout the admission process, advise applicants on academic, admission and portfolio/supplemental requirements, and provide guidance in the transition to student status
• Update and maintain applicant records using the University’s Student Information System (SIS) and audit data for accuracy in accordance with applicant documentation from the Ontario Universities’ Application Centre (OUAC), maintain accurate automated and manual filing systems
• Assess applicant files for academic entrance requirements including averages, GPAs, course requirements, and language proficiency for a diverse range of applicants from multiple education systems and countries
• Conduct reviews of applicant records throughout the admission cycle and before files are finalized and student records are created
• Assess portfolios and supplemental applicant materials and make admission decisions for undergraduate applicants along with the review team. Escalate issues (plagiarism, program suitability, etc.) as needed.
• Refer relevant applicants to the transfer admissions team for transfer credit consideration and assist in transfer credit assessment, processing and advising as needed.During peak times in the admissions process, assist the Graduate Admissions team with GPA calculations, systems setup and testing, document processing and verification, and advising graduate applicants as needed
• Work with the Admissions & Recruitment team on the development and maintenance of web content, publications (online and in print), training manuals and best practices for supporting applicants
• Respond to telephone, e-mail, virtual and in-person inquiries regarding the admissions process, requirements and admission decisions from prospective students, parents, guidance counsellors, teachers, and the general public
• Generate, disseminate, and maintain historical records of applicant files and correspondence
• Activate relationships with external housing partners and provide referrals to applicants in search of housing options
• Work with the English for Art & Design (EAD) Program Coordinator to ensure that eligible applicants can register for the English for Art & Design (EAD) program
• Research and maintain knowledge of English Language Pathway partner programs, including start/end dates and entry requirements, and refer applicants as needed
• Research and maintain knowledge of external entrance scholarship and award opportunities, and make referrals to applicants in search of funding options
• Refer applicants to transition programming available to incoming students through other OCAD U departments (i.e. Campus Life, Writing & Learning Centre, Registrar’s Office, Student Accessibility Services, etc.)
• Support the Admissions team and Office of the Registrar with new student registration assistance, as neededWork with Admissions & Recruitment team members, the OUAC and OCAD U IT/ERP staff to identify and resolve application and technical issues
• Provide high quality service and respond to telephone, email, virtual and in- person inquiries, and ensure that admissions activities are consistent with the established structures and policies, as well as standards of quality and customer service
• Participate in overall strategic admissions and recruitment planning, developing, and implementing student admissions initiatives and special projects, portfolio review events, online and in-person information sessions, and communications
• Represent OCAD U at on-campus and off-campus student recruitment events, including portfolio review events, as required
• Participate in the hiring, training, scheduling and supervision of student monitors, volunteers, and casual staff supporting the department, ensuring relevant Health & Safety training has been provided
• Contribute to the development of diversity, equity, inclusivity, and accessibility (DEIA) strategies throughout all admissions programs, services, and communications
• Support the Admissions & Recruitment team in all duties contributing to the successful operation of the department

Qualifications:

• Postsecondary degree in art & design, or equivalent
• Minimum of four (4) years of administrative experience, preferably in a postsecondary educational environment, or equivalent
• Familiarity with Ontario, Canadian and International secondary and postsecondary school systems, proven knowledge of admission requirements, admission protocols, scholarship opportunities, external housing facilities and language and literacy concepts essential
• Demonstrated commitment to providing outstanding customer service for a diverse population of prospective students
• Demonstrated computer skills, with working knowledge of Microsoft Office applications with attention to spreadsheet, database, and reporting applications.
• Experience working with Student Information Systems (Ellucian Colleague)
• Experience working with Customer Relationship Management systems (Slate)
• Demonstrated communication and interpersonal skills, with the ability to work collaboratively in a team environment
• Demonstrated attention to detail and organizational skills, including the ability to prioritize tasks and meet deadlines
• Possession of a valid Ontario driver’s licence and availability to travel and/or work evenings and/or weekends as required
• Demonstrated commitment to the principles of equity and diversity and experience promoting a respectful work and learning environment for students, staff, and faculty
• Strong mathematical and accounting abilities; proficient writing and editing skills
• Excellent interpersonal, communication, organizational and analytical skills
• Demonstrated ability to take initiative and work independently and participate collaboratively in a team environment

Compensation: OPSEU Unit I, Appendix A, Grade A4; $57,486.45 to $75,566.13 per annum

Hours of Work: Monday to Friday, for a total of 35 hours per week.

Mode of Work: This position is eligible for hybrid work arrangements; however, a minimum of three days per week of on-campus work is required, with flexibility to adjust on-campus days and hours to meet department needs. Occasional evening and weekend work will be required, with shift premiums applied in accordance with the Collective Agreement. All flexibility and scheduling provisions are subject to the terms outlined in the Collective Agreement.

This posting is for an existing vacancy.

As an employer committed to employment equity, we encourage applications from members of equity-deserving communities including women, racialized and Indigenous persons,persons with disabilities, and persons of all sexual orientations and gender identities/expressions.

OCAD University is committed to providing an inclusive and barrier free experience to applicants with accessibility needs. Requests for accommodation can be made at any stage during the recruitment process. Please contact People & Culture for more information or refer to OCADU's Accommodation in Employment Policy.

All qualified persons are encouraged to apply; however, Canadians and permanent residents of Canada will be given priority. While we thank all candidates for their interest, only those short-listed will be contacted.