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Graduate Admissions and Records System Analyst

Department: Graduate Studies Office Effective Date: September, 2011


35 hr/wk

Reports to: Assistant Director, Graduate Admissions and Records Systems

General Accountability

The Graduate Admissions and Records Systems Analyst reports to the Assistant Director, Graduate Admissions and Records Systems and is responsible for the day-to-day maintenance of PeopleSoft (Quest) foundation tables for graduate admissions and records including calendars and term sessions, milestones, and supervisor data.

The Graduate Admissions and Records Systems Analyst is the key contact for graduate student Quest support.  The incumbent is the backup to the Assistant Director, Graduate Admission and Records Systems for scheduling and monitoring processes, running queries, and analyzing systems problems reported in tracking systems.  The incumbent also provides backup to the Application Administrator and Systems Analyst for OUAC data loads and managing applicant email requests.

The Graduate Admissions and Records Systems Analyst is part of the Admissions and Records team and participates in the testing for new software, development, and upgrades; updating of procedures; participation in implementation activities including training of staff in the GSO and across the university; planning the schedule of graduate admission and records activities to meet targeted deliverables including the matriculation of new students and term activation. 

The Graduate Admissions and Records Systems Analyst manages the course catalogue for graduate courses approved by Senate Graduate and Research Council, the generation and distribution of permission numbers for restricted classes, and other related complex activities such as creation of enrolment requisites.

The incumbent is responsible for overseeing scanning, importing, indexing and data transferring and other processes for the Document Management System (OnBase) for admission and records according to university records management policies and quality assurance guidelines.

The incumbent is charged with ensuring that deadlines are achieved and that work completed meets the high degree of accuracy required.

Nature and Scope

By 2017, the University of Waterloo plans to double the graduate student population. A high level of organization and management of the graduate student academic and enrolment records are required to manage the various academic progression, enrolment and other reporting, and document retention activities throughout the University. Accurate enrolment reporting ultimately impacts on our ability to achieve our enrolment goals and University income. Leadership and collaboration on special projects and in day-to-day activities with academic administrators, staff in the GSO, Information Systems and Technology, and other administrative units are also key to the successful implementation of university-wide systems which support the goals identified in the UW Sixth Decade Report.  Between five and 10 new graduate programs are implemented each year.

The Graduate Studies Office provides academic service support for a number of functions including the administration of program appraisal and approval processes, graduate student recruitment, publications, on-line applicant, student and staff and services, applications for admission, admissions, course enrolment, graduate student financial assistance programs, award and scholarship programs, development and application of academic policies, academic records, theses, graduation, internal and external reporting, workshops and the Annual Graduate Student Research Conference.  The GSO services are utilized by graduate students, alumni, postdoctoral fellows, faculty members, uWaterloo administrators, application academic and professional referees, external agencies, and prospective graduate students including uWaterloo undergraduate students.

The incumbent must have knowledge and understanding of Senate Graduate and University regulations as documented in the Graduate Studies Calendar and the University of Waterloo Policies and Procedures, computer systems, administrative systems and graduate affairs to advise faculty, students, administrative, and academic departments. 

The incumbent is responsible for maintaining confidentiality and security of student records.

The Graduate Admissions and Records Systems Analyst will undertake special projects for the Director, Graduate Academic Services or Assistant Director, Graduate Admissions and Records Systems.


Statistical Data

Departments/Schools/Units with Graduate Programs       55

Graduate Programs                                                     160           

Contacts – Internal/External                                    125/5                                           

Applications/Offers/New Students                           9,000/2,900/1,950

Applicants Educated outside of Canada                   4,500

Application Fee Revenue est.                                   $600,000

Admission Documents                                                                          80,000                                                                           

Enrolment                                                                4,800

Degrees                                                                   1,500



Significant Internal/External Relationships:


Specific Accountabilities


Special Skills, Knowledge and Experience

In order to fulfill the many and varied responsibilities of this position effectively, the following list of skills, knowledge and experiences are required:

Working Conditions