Applicant Processing Coordinator

Department: Admission Services
Position covered by the Collective Agreement with USW Local 4120

Temporary full-time from August 11, 2025, to July 10, 2026.
Temporary Absence of the Regular Incumbent 

If you are a current employee of the University of Guelph you must apply on the internal Career Page in order to be considered as an internal applicant. 
Career Opportunities (sapsf.com)

Duties and Responsibilities

The Applicant Processing Coordinator position is responsible for the processing of all undergraduate applications to undergraduate degree, non-degree and diploma programs at the University of Guelph.  This position handles the electronic transfer of internal and external applications and applicant data received through the Ontario Universities’ Application Centre (OUAC), and other sources.  Once received, the incumbent must review and cross reference each application and supporting documentation received, ensuring files are accurate and complete. While this position will primarily be responsible for the processing of internal and external transfer applications, the incumbent will also support a variety of applicant types including: visiting students, out of province high school applicants, mature students, and program and semester entry amendments. Together, the Applicant Processing team processes over 8000 applications and in excess of 50,000 supporting documents each admission cycle.

It is the responsibility of the Applicant Processing Coordinator to process applications and supporting documentation received from the aforementioned applicant groups in a timely and accurate manner. Working closely with Admission Counsellors, the Manager, Applicant Processing and Secondary School Student Advisor, and the Assistant and Associate Registrars, the incumbent ensures that applicant files are managed efficiently and decisively from the point of receipt from the OUAC to post admission decision.

As a first point of contact for prospective and current applicants, APC’s must be fluent in the complex admission requirements and application procedures for all undergraduate programs, and be able to discuss these with applicants, potential applicants, their families and campus partners with tact, diplomacy and professionalism. The position is responsible for responding to a very high volume of e-mail, telephone and in-person inquiries, and is also, in part, responsible for staffing the Admission Services Front Desk (reception) by responding to in-person, telephone and email inquiries from parents, applicants, secondary school personnel and other university stall/faculty.

The position will also attend and support major recruitment events, as needed.

Requirements

• Two-year College Diploma plus six (6) months relevant experience, preferably in an academic environment, or an equivalent combination of education and experience
• Experience working a post-secondary admissions environment is preferred
• Strong administrative skills including attention to detail, excellent oral and written communication skills, ability to work independently and with others
• Proficiency in Microsoft Office, Student Information Systems (Ellucian/Colleague), Document Imaging Systems (ImageNow/Perceptive Content).
• Excellent organization skills
• Ability to effectively discern, answer and/or triage a high volume of inquiries with tact, diplomacy and accuracy. 
• Knowledge of the University of Guelph in general and familiarity with admission policies, procedures and student information systems will be considered an asset.
• Flexibility to work some evenings and weekends.

The incumbent must be able to work well in a fast-paced, high-pressure, deadline driven environment with close attention to detail and accuracy, and strict adherence to University policies and procedures.

Employee Type: Temporary Cover 
Position Number: 10442011 
Classification: USW, Local 4120 Salary: Band 4
USW Local 4120 Wage Grid

At the University of Guelph, fostering a culture of inclusion is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.

Posting Date: July 23, 2025
Closing Date: July 31, 2025