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Assistant Director, Graduate Admissions & Records System

Department: Graduate Studies Office(GS0) Effective Date: September, 2014

USG 12 35 hrs/wk

Reports to: Director, Graduate Academic Services

General Accountability

Reporting to the Director, Graduate Studies Academic Services, the Assistant Director, Graduate Admissions and Records Systems ensures the availability and delivery of information required for the University to perform the graduate admissions, academic and enrolment functions through supported systems and services, and investigates and recommends upgrades and new technology. 

The Assistant Director, Graduate Admissions and Records Systems is an integral part of the Graduate Management, Student Information Systems and Document Management teams which are responsible for decisions, planning and direction that contribute to the Graduate Studies Office (GSO) goal of providing professional student application, admission, academic and enrolment systems and services to the University for applicants, students, administrative and academic staff. The Assistant Director is the lead resource for graduate admissions and records on the Student Information Systems (SIS) and Document Management Systems, which includes production systems maintenance, testing, upgrades, research for new functionality and design enhancements for the applications required for the Graduate Studies Office to fulfill its mandate.


The incumbent must have an in-depth knowledge of PeopleSoft Campus Solutions (Quest) and the document management system (OnBase) in order to produce detailed functional documents which support the complex functional design and testing related to system customizations. The incumbent has a key role in the training of staff and faculty users of records related features in Quest and OnBase through online or in-class instruction and production of training documentation. 


In carrying out his/her responsibilities, the Assistant Director, Graduate Admissions and Records Systems will work collaboratively with the Director, Graduate Academic Services, Associate Director, Graduate Admissions, Assistant Director, Graduate Communications and Postdoctoral Affairs, Manager, Graduate Reporting and Mobility Programs, Manager, Graduate Financial Aid and Systems and representatives of the Faculties, departments and the Affiliated Universities and Colleges to build consensus on shared elements, processes and reporting needs. S/he will work closely with design and data administrators at the Ontario Universities’ Application Centre to establish new requirements, the Student Information System and Document Management teams,  IST and external software technical support to design enhancements for records management and workflow.


Reporting to the Manager is the Graduate Application Administrator/Data Analyst, the Graduate Admissions and Records Systems Analyst, two Graduate Records Specialists,  and the Graduate Systems Assistant.

Nature and Scope

The University of Waterloo strategic plan includes goals for ongoing graduate studies growth. 

The Graduate Studies Office (GSO) provides academic service support for the University of Waterloo in a number of functions including the administration of graduate program review and approval processes, graduate student recruitment, publications, student and staff services, applications for admission, admission evaluation, recommendation and offer processes, course enrolment, graduate student financial aid programs, award and scholarship programs, development and application of academic policies, academic records, theses, graduation, internal and external reporting, workshops and events.  The GSO services are utilized by graduate students, alumni, postdoctoral fellows, faculty members, University of Waterloo administrators, external agencies, and prospective graduate students including the University’s undergraduate students.


The incumbent’s supervisor is the Director, Graduate Academic Services who reports to the Associate Provost, Graduate Studies.  The following positions report to the Director, Graduate Academic Services:

Statistical Data

Graduate Studies - 2013 - 14
  • Applications/Offers/New Students 
  • Document Types
  • DMS Document per yer
  • DMS Users - Internal
  • DMS Users - External
  • DMS Referees
  • Enrolment
  • Degrees

Specific Accountabilities

The Assistant Director provides leadership and vision to the student application, admissions, applicant, advisor and student self-service modules of the PeopleSoft Campus Solutions and OnBase records management and workflow modules. The Assistant Director is the primary contact for admissions and records systems and the end-users (applicants, students, internal and external faculty and administrators, and the Graduate Studies Office staff) and the technical staff in Information, Systems and Technology (IST).

The Assistant Director must be able to work and converse in both layperson and technical terms. The incumbent must have significant knowledge of graduate admissions and records business processes at all administrative levels across the University in order to produce detailed functional documents to support the complex functional design related to system customizations and other admission and records activities including, workflow, document management and reporting. In addition, a significant degree of technical expertise including an in-depth knowledge of the core tables and functionality of the PeopleSoft (Quest) and the configuration, roles and security for the OnBase Document Management System is required in order to analyze and resolve problems, and support the complex and varied processes for Graduate Admissions.

The Assistant Director ensures that records management procedures comply with University regulations and policies related to information security and privacy of applicant and student data.

The Assistant Director must have knowledge and understanding of university document management and retention policies, admissions, academic and enrolment regulations, procedures and systems processes, and new programs proposed for the next admission cycle. The Assistant Director collaborates with the Director, Graduate Academic Services, Associate Director, Graduate Admissions, Manager, Graduate Reporting and Mobility Programs, Manager, Financial Aid Systems to determine the appropriate systems design and requirements to support business processes and regulatory requirements.

The Assistant Director has the primary responsibility for overseeing the production and maintenance of training documentation for staff and faculty users. Users of the OnBase system include faculty and staff at other universities which administer joint graduate programs with the University of Waterloo; external referees from locations around the world who participate in the external reference submission process. 

The Assistant Director leads working groups and facilitates discussion on systems development requirements for functional users.  In advance of major project activities or implementations, the incumbent coordinates and presents information to the university and graduate community.

The Assistant Director oversees the day-to-day maintenance of tables and data, graduate application processes; authorization and role assignment; review of user settings and group security, scheduled processes, document import process, maintenance of autofill keyword sets, monitoring verification reports, overseeing the flow of decisions and active documents, document retention and document purging in OnBase; management, analyses and solutions for user issues via the Request Tracker or other sources. The incumbent ensures that required interfaces with other systems, internal and external organizations are developed and maintained.

The Assistant Director oversees the responsibilities and activities of the Graduate Applications Administrator/Systems Analyst, the Graduate Admissions and Records Systems Analyst, the Graduate Systems Assistant, the Graduate Records Specialists and the Graduate Records Assistant.  Systems upgrades, data quality, systems maintenance, processing, testing and end-user support and communications are major and complex areas supported in the Graduate Studies Office.  The incumbent is responsible for recruitment, training, performance appraisal, assignments and oversight of special projects for these positions. 


The Assistant Director will undertake special projects for the Director or Associate Director as required.


Significant Internal Relationships:


Significant External Relationships:


STATISTICAL DATA - Graduate Studies – 2013-14                                                    


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