| Department: | Office of the Registrar | March 2011 | |
| Grade: |
USG 8/9 35 hr/wk |
Reports to: | Systems Manager, Admissions |
The Registrar’s Office is involved in all aspects of academic life, including marketing for undergraduate student recruitment and admissions, enrolment, examinations, development and application of academic policies, and convocation. The office leads the development, execution, and evaluation of marketing strategies aimed at recruitment of highly qualified undergraduate students; timely admission of highly qualified undergraduate applicants; secure production and maintenance of accurate student records on which the University’s grant claim is based; the administration of provincial student aid and bursaries; the administration of UW’s locally administered financial aid guarantee; the management of merit-based scholarships and awards; financial aid counselling; prudent use of classroom space through the creation of class schedules that support the multi disciplinary character of curriculum and the interests of students; the creation of examination timetable and the administration of final examinations; the organization and execution of convocation ceremonies; and a central source of information, help and services as they relate to these tasks and responsibilities.
The Admissions Systems Analyst reports to the Systems Manager, Admissions. S/he has a leadership role in systems development related to the admissions systems of the University. The incumbent must have an in-depth knowledge of Admissions Systems (SA) in order to produce detailed documentation which supports the complex functional set up tables, design and testing related to system customization, and continuous monitoring and review of data integrity and systems-related coding activities. The incumbent, under the direction of the Systems Manager, Admissions, has a key role in the training of staff and faculty users of admissions related features in the Admissions System such as the processing and coding involved in issuing admission decisions and communications, and overall processing of applications. The incumbent provides critical reporting statistics and collaborates with Institutional Analysis & Planning, and the Associate Registrar, Admissions, in the preparation of application, admission, confirmation and registration data. The incumbent serves as a resource for support and questions from self-service users (applicants, staff and faculty). The Admissions Systems Analyst also provides backup support for the Admissions Systems Analyst – Internal Data and the Admissions Systems Analyst - External Data. The Admissions Systems Analyst works closely with the Manager, Admissions to ensure day-to-day admission team activities are managed appropriately.
The Admissions Systems Analyst – Processing and Communications is one of three reporting directly to the Systems Manager, Admissions.
Reporting to the Systems Manager, Admissions are:
The Systems Manager, Admissions has overall leadership responsibility for the admissions systems and development upgrades. The Admissions Systems Analyst Processing and Communications has assignments related to their specific area of expertise but will also be expected to share the workload assignments and responsibilities depending on shifting priorities.
The Admissions Systems Analyst provides essential systems support and development. There are several critical aspects of support including the procurement and provision of accurate and timely data to support admissions, strategic planning, and coordination of information to staff and faculty to facilitate and enhance the application evaluations, admission decisions, communication processes and conversion rates to meet university enrolment objectives. All admissions data is maintained in perpetuity to support historical reporting or recruitment trends; hence, updates must be carefully managed. Admission data from the Registrar’s Office is used in reports to a variety of clients including the Board of Governors, University Senate, Senate Undergraduate Council, Executive Council, Dean’s Council, senior management, and Ministry of Training, Colleges and Universities as well as other external agencies which is then released to the public.
The incumbent has a sound knowledge of admission policies and procedures, and must be familiar with online systems related to maintenance of admission and student records. It is essential for incumbent to be knowledgeable in a variety of computer systems in order to direct maintenance of the tables and manuals which support all admissions record keeping functions in the Registrar’s Office.
In carrying out the responsibilities of the position, the Admissions Systems Analyst interacts directly with the Registrar, Associate Registrar – Admissions, and Admissions Team, Institutional Analysis and Planning, Assistant Registrars, Faculty Admissions decision makers, Director of Marketing and Undergraduate Recruitment and Manager Communications, Admissions Manager of Housing, Records System Team, Student Awards System Team and Student Awards Manager, and IST: Database Administrators, Technical Lead, and Programmers.
Permanent staff complement for Admissions: 25 FTE
Undergraduate Domestic Enrolment: 24,891 FTE
Undergraduate Visa Enrolment: 2,360 FTE
Annual undergraduate application activity: 38,670 domestic applications
Annual visa application activity: 5,675 visa applications
Annual on-campus visitors: 60,000
Annual prospective contacts: 160,000 (includes 60,000 on-campus visitors)
Annual Tuition and Grant Revenue: $261,000,000
Actively recruiting world-wide in: 24 countries
Development and Leadership Responsibilities
Primary role for providing leadership to staff in dealing with systems change management and working closely with the Manager, Admissions to develop strategies and planning to effectively implement training and transition of changes to staff workflow, activities, and coding practices.
The Admissions Systems Analyst has a lead role in the admissions system development, functional design and testing, coordination, and implementation related to undergraduate admissions evaluations and admission decision processes. In this capacity, s/he works closely with stakeholder groups and technical staff to develop solutions that address university-wide issues.
Lead role in design, implementation of testing protocols, and establishing comprehensive test scripts for product enhancements related to all aspects of admissions functionality and the reporting of admission process activity, including activities related to the Document Management System.
Lead role in solving application or admission evaluation or decision problems and collaborating with the Systems Manager – Admissions and IST for the best solutions.
Lead role in the set up of admission evaluation calculations. The evaluations are closely scrutinized and heavily utilized by faculty admissions committees. The set up requirements for this must be flawless and are critical in the evaluation of admission decisions and scholarships which impacts the university’s reputation, income and enrolment objectives.
Lead role in functional design, testing and implementation of all production activity related to Ontario Secondary School (OSS), Non-OSS, Contract applications for specialized groups and other applications, communications (letter, email and Quest), and program rule-building for decision coding specific to their area of expertise.
Lead role in any new developments and on-going maintenance for OUAC contract applications that requires continuous contact with OUAC representatives.
Lead role in coordinating with other admission team members to perform accurate testing analysis.
Responsible for providing regular day-to-day feedback on system coding accuracy and processes performed by the admissions assistants and provide feedback/comments to the Manager, Admissions for performance reviews.
Assist with assessing and developing enhanced communication system strategies such as decision letters, including offer letters, refusals, admission conditions, comments, etc.
S/he manages the scheduling, production, distribution and communication messages for blast email communications.
The incumbent develops, maintains, provides admission business processes and primary contact for the handling special admit categories such as Deferred Admission, University Co-operative Education Program, retention of admission records to student records, and rescinding of offers.
Lead role in streamlining admissions activities, including the review of administrative processes and coding practices as they relate to PeopleSoft and the Document Management System (DMS).
Reporting and documenting business processes and functional activity problems to the Systems Manager – Admissions.
Lead role and primary contact for coordinating with the Faculty Admissions Directors and Assistant Registrars in developing the admission criteria and planning of OSS decision making during the admissions cycle specific to their area of expertise.
Resource for complex Microsoft applications (Word, Excel, Access) and Admissions PeopleSoft related inquiries for the Registrar’s Office, Housing, Faculty Admission Departments, and other post secondary institutions.
Production Support Responsibilities
The incumbent will participate in the development of business processes to accommodate the University’s requirements for attracting and admitting high quality students – provincially, nationally and internationally; enhanced customer services; administering policies and procedures managed by computerized application and admission information systems; and the design and creation of procedural documentation ; training manuals and training sessions for users.
The incumbent is responsible for the set-up of decision making communications and directing maintenance of all activities related to coding associated with admission decisions and generating the communications. All modules (Finance, Student Awards, Student Records, Government Reporting) in the University’s integrated PeopleSoft Student Administration database are impacted by the tables maintained within the Admissions module.
Responsible for training staff on new business processes and monitoring accuracy of system coding and business processes of existing practices. In collaboration with the Systems Manager – Admissions, develops and maintains training procedures for admissions staff.
S/he is responsible for designing database enhancements (including table structure and relationship(s) to other database tables; also fields and their related attributes), reports, queries, and functional solutions to solve admissions problems or respond to needs brought forward by our clients.
The incumbent creates public queries that can be run on demand by various users or by using admission data extracts or cognos cubes to support their self-sufficiency.
S/he is responsible for running queries or processes to support blast email communication and applicant status data for Waterloo’s online system (Quest).
S/he is the primary contact for the admissions team and OUAC staff for updating and maintaining the OUAC information related to the closing of applications & confirmations and the secondary school grade averages for the OUAC referral service.
Direct contact with the Ontario Universities’ Application Centre and high school guidance counsellors to verify the accuracy of grade collection data that is critical in the admission decision making process and reporting requirements to external clients.
S/he is a contact and resource for Marketing and Undergraduate Recruitment in providing query information for applications, admitted, confirmed and registered students for conducting survey’s and research analysis.
S/he is a contact and resource for Housing in coordinating query data for timing of decisions. Accuracy and timing of reporting is instrumental for housing to effectively manage room assignments. Incorrect reporting and communication from the incumbent to housing could result in costly room space vacancies or unnecessary overflow accommodations.
Lead role in training and developing procedures for how faculty/staff administrators use the admissions systems. This includes generating reports such as data extracts.
S/he must maintain a productive working relationship with managers and staff on the Admissions Systems team, in the Registrar’s Office, Associate Deans, Housing, IAP, Faculty Admission Directors, and numerous other Faculty and College based personnel who deal with admission enrolment matters.
S/he provides functional supervision to admissions assistants who assist with the incumbents responsibilities.
Responsible for special, complicated, and critical admissions coding activity.
Other Activities
Represents the University of Waterloo at various recruitment events.
Aid in the administration of certain office wide responsibilities including registration, convocation, examinations, and such general and specific duties as may from time to time be determined.
Participate in a number of other activities for which the Office is responsible and specific duties and assignments that may be determined by the Registrar or Associate Registrar, Admissions.
Admissions System Analyst may be called upon from time to time by the Associate Registrar, Admissions and Systems Manager – Admissions to undertake special projects and tasks.
Human Resources
General Services Complex
University of Waterloo
200 University Avenue West
Waterloo, Ontario, Canada N2L 3G1
519 888 4567 ext. 35935
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