| Department: |
Office of the Registrar |
Effective Date: |
January 1, 2008 |
| Grade: |
USG 8/9
35 hr/wk
|
Reports to: |
Systems Manager, Admissions |
General Accountability
The Admissions Systems Analyst – External Data reports to the System Manager – Admissions. S/he has a leadership role in systems development related to the external 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 other users on applicant data received from OUAC, admissions related features in the PeopleSoft Student Administration system such as the processing and coding of decisions, and facilitating the coordination and transfer of accurate and timely admissions decisions to the Ontario Universities’ Application Centre (OUAC). The incumbent provides critical analysis of data integrity, design, testing and documentation to support accurate reporting of application, admission, confirmation and registration data. The incumbent serves as a resource for support and questions from self-service users. The Admissions Systems Analyst – External Data provides backup support for the Admissions Systems Analyst – Internal Data.
Nature and Scope
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 – External Data 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, admission decisions, communication processes and conversion rates to meet university enrolment objectives. All admissions data is maintained in perpetuity to support historical reporting and 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 government claims submitted by the University to the Ministry of Training, Colleges and Universities as well as other external agents which is then released to the public.
The Admissions Systems Analyst – External Data is one of two reporting to the Systems Manager - Admissions with the Admissions Systems Analyst – Internal Data being the second position.
Development and Leadership Responsibilities
- The Admissions Systems Analyst – External Data has a lead role in the admissions system development, functional design and testing, coordination, and implementation related to undergraduate admissions application load and decisions 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 and implementation of testing protocols for product enhancements related to all aspects of external admissions functionality and the reporting of admission process activity.
- Lead role in solving application or admission decision problems and collaborating with the Systems Manager – Admissions and IST for the best solutions.
- Lead role in the set up of Ontario Universities’ Application Centre (OUAC) admission data components requiring logic. The set up requirements for this must be perfect and are critical in the evaluation of admission decisions and reporting which impacts the university’s reputation, income and enrolment objectives.
- Lead role in functional design, testing and implementation of all production activity related to accurate Ontario Secondary School (OSS) grade and application data, Non-OSS, and other applications, and program rule building required for appropriate set up criteria to support decision making.
- Coordinate with other admission team members to perform accurate testing analysis.
- Lead role in assessing and developing set up criteria for OUAC data transmissions and developing strategies to streamline processes or accept new criteria. S/he will work very closely with IST programmers in this area.
- The incumbent is required to coordinate with OUAC and provide development input to streamline activities and maintain accuracy.
- Lead role in development of target tables/fields and all related logic in all re-writes and yearly updates of the OUAC data loads. Required to collaborate and work directly with IST System Managers for new developments.
- The incumbent maintains and provides admission business processes for the handling of everything that affects the OUAC system requirements and transmission of data to and from the OUAC.
- The incumbent maintains and provides admission business processes for the handling of special admissions coding categories such as rescinding of offers.
- Reporting and documenting business processes and functional activity problems to the Systems Manager – Admissions.
- Lead role and primary contact for coordinating with IST the requirements to enhance functionality related to specific area of expertise.
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 hands-on sessions for users.
- The incumbent is responsible for set-up of OUAC data elements and makes independent decisions that may change the set of values to appropriately evaluate and record an applicant’s admission data.
- Directs maintenance of activities related to coding associated with PeopleSoft admissions coding. 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, assist and establish 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 and OUAC problems or respond to needs brought forward by our clients.
- S/he is responsible for running queries or processes to support applicant status data for UW’s online applicant inquiry pages in Quest.
- The incumbent creates public queries that can be run on demand by various users.
- S/he is the primary contact and resource for OUAC communication and data transmission.
- S/he must maintain a productive working relationship with managers and staff on the Admissions Systems team, in the Registrar’s Office, and other Faculty and College based personnel who deal with admission enrolment matters.
- S/he supports, in a backup role, all production aspects of internal admissions related activities.
- S/he provides functional supervision to admissions assistants who assist with the incumbents responsibilities.
- The incumbent is a resource for questions from applicants, UW staff and faculty related to admissions self-service systems. S/he also handles inquiries from OUAC staff and high school guidance counsellors.
The incumbent must have 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 the 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, Admissions Team, Ontario Universities’ Application Centre, Assistant Registrars, Records System Team, Student Awards System Team and Student Awards Manager, and IST: Database Administrators, Technical Lead, and Programmers.
Statistical Data
Permanent staff complement in the Admissions Systems team: 3FTE
Undergraduate Domestic Enrolment: 19,416 FTE
Undergraduate Visa Enrolment: 1,584 FTE
Annual undergraduate application activity: 31,000 domestic applications
Annual visa application activity: 4,000 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: 20 countries
Specific Accountabilities
- Functional analysis of system interfaces and all aspects of external admissions data functionality and reporting projects on the Systems development team.
- Resource and expertise on admissions data functionality to other cross-functional users such as Records and Systems team, Students Awards and Financial Aid Systems team, and the Admissions Team and other key areas in the Registrar’s Office.
- Establishing comprehensive test scripts and testing of upgrades, fixes and patches for the Admissions System related to their specific area of expertise.
- Directing solution design of reports, bolt-on solutions to operational admission problems and production of reports and queries.
- Converts, filters, loads and posts each of the different OUAC loads, OSS, Non-OSS and Contract. Creates and transmits the daily admission decision file to the OUAC.
- Reporting software application problems to the Systems Manager – Admissions and IST.
- Production support of admission procedures and controls responsibility for special and critical admission coding activity.
- Creation of admission queries, trouble-shooting admission problems, monitoring accuracy of OUAC transmission data and admission coding activities.
- Development and maintenance of the logic for receipt of transaction sets, data elements, and data values from OUAC, and admission decision results.
- Takes a lead role in the planning and delivery of training workshops, manuals, and development of all user documentation information for their specific area of expertise.
- Provision of technical support to the Registrar’s Office related to use of the Admissions pages/modules in PeopleSoft for their specific area of expertise.
- Direct contact with the Ontario Universities’ Application Centre to verify the accuracy of Canadian citizenship status and grade collection data that is critical in the admission decision making process and reporting requirements to internal and external clients.
- 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.
The Admissions System Analyst – External Data may be called upon from time to time by the Systems Manager – Admissions to undertake special projects and tasks.
Working Conditions
