Admissions Coordinator

Position: Admissions Coordinator
Department: Registrar's Office
Status: Permanent Full-Time
Site: The Michener Institute
Salary: $63,809.66 - $79,762.07 per annum
Hours: 35 hours per week, Hybrid - 3 days onsite work required

The Michener Institute of Education at UHN is Canada's only post-secondary institution devoted exclusively to healthcare professions, offering full-time, part-time and continuing education programs. For more than 65 years, Michener has prepared generations of professionals for applied health careers and responded to emerging health system priorities. We're uniquely situated within University Health Network (UHN) in downtown Toronto, one of the largest and most highly ranked hospital systems in Canada and internationally. Our curriculum is informed by cutting-edge research and clinical innovations, giving Michener graduates an advantage as they begin their careers. At Michener, we make healthcare happen.

If you want to work with a team of professionals dedicated to the advancement of applied health sciences to enhance the health of individuals and communities in Ontario and beyond, we encourage you to apply for the Admissions Coordinator position with The Michener Institute.

Reporting to the Associate Registrar, this role is a key member of the leadership team within the Registrar's Office. The Admissions Coordinator is responsible for the successful supervision of day-to-day admissions operations. This includes evaluating, recommending, and implementing improvements to admission processes, procedures, and the overall applicant experience. The incumbent is also responsible for training and supervising the Admissions Team.

Responsibilities:

• Organizes and supervises the day-to-day operations of the Admissions Office for all base programs including certificates and programs offered by the School of Continuing Education. Ensures timely administration of admission processes, application assessments, and superior level of service delivery across various platforms which includes but not limited to phone, email (Zendesk), and in-person queries. Consults with the Associate Registrar (Enrolment Management and Systems) and other stakeholders (including but not limited to the School of Continuing Education) to ensure alignment with unit and institutional direction.
• Creates annual admission process timelines and communication plan to ensure efficient service delivery.
• In consultation with the Associate Registrar (Enrolment Management and Systems), recommends, develops, and documents new processes and procedures to improve the applicant experience.
• Manages any complaints from applicants and escalates as needed to the Associate Registrar and/or the Registrar.
• Identifies Admission website updates and improvements and collaborates with Recruitment Coordinator. Ensures changes to admission requirements and deadlines are reflected on all admission web/digital or print materials.
• Acts as the primary contact for Ontario Colleges (OCAS) and is accountable for communicating updates on admission requirements, when required, ensuring such changes are reflected on OCAS Michener landing page and College-Branded Application portal.
• Prepares annual program codes and manages application cycle in OCAS Partner portal. In collaboration with the Systems and IM Teams, leads the annual OCAS applicant data file transmission testing and implementation through careful review of revised data specifications (Coltrane) and its impact on data migration into the Student Information System. Escalates possible data mapping issues to the Associate Registrar (Enrolment Management and Systems).
• Provides subject matter expertise with data generated from OCAS applicants' information; Reconciles and if required, resolves discrepancies in application data between OCAS and the Student Information System; Supports the Associate Registrar (Enrolment Management and Systems) in developing reports and communicating such data requests to the OCAS Data Warehouse Team.
• Supervises the accurate entry of applicant scores from mandatory admission assessment platform (CASPer or equivalent) into the Student Information System. Leads the validation of such scores in the system and in all associated admission ranking reports. Escalates to the Associate Registrar (Enrolment Management and Systems) any possible impact on admission decisions.
• Utilizing data analysis and statistics, provides subject matter expertise on admission trends. Generates admission data and other associated reports as required by the Associate Registrar and/or the Registrar.
• Using data analysis, generates and proposes lists of candidates to issue offers in consultation with key stakeholders.
• Supervises the Admissions Team including part-time student workers. Ensures all staff are well-trained, supported, and coached appropriately for continuous improvement. Allocates daily tasks and adjusts priorities when required. Reports to the Associate Registrar (Enrolment Management and Systems) supplemental training/coaching requirements or resources to meet daily operational needs.
• Other duties as assigned by the Associate Registrar and/or Registrar.

• University Degree or suitable equivalent experience required. Master degree (in education, public administration, statistics, data analytics) a strong asset.
• Minimum of 5 years of direct experience in admissions at the post-secondary level. Preference will be given to candidates who have in-depth knowledge of Canadian and international education systems and curricula, which is crucial for meeting Michener's enrolment goals.
• At least 2 years of data analysis experience, preferably in admissions. Experience in implementing enrolment management principles and practices within post-secondary education is a strong asset.
• Advanced proficiency in the use of data analysis tools (such as MS Excel, PowerBI).
• Knowledge and experience with computer-assisted admissions systems, CRM and record-keeping required. Direct experience with integrated admissions systems (e.g., Ontario Colleges Application Service) is an asset.
• Strong planning, organizational and problem-solving skills; ability to anticipate and address concerns proactively.
• Demonstrated leadership and supervisory skills; ability to motivate a team and achieve targets in a fast-paced environment.
• Demonstrated project management and collaboration skills to meet unit goals.
• Experience in developing and implementing process improvements is highly desirable.
• Excellent written and oral communication skills for effective interaction with applicants, students, faculty, and staff.

Closing Date: February 7, 2025

A skills assessment will be part of the selection process.

Qualified applicants are invited to submit a detailed resume and cover letter.

For further information on The Michener Institute, please visit our website at www.michener.ca.

The Michener Institute is publicly funded by the Ministry of health and is a respectful, caring and inclusive workplace. We are committed to championing accessibility, diversity and equal opportunity.

We offer accommodation for applicants with disabilities during the recruitment process providing the applicant has met the Bona-fide requirements for the open position. Applicants need to make their requirements known when contacted.

While we thank all applicants only those selected for an interview will be contacted.