Domestic Admissions Specialist

Competition Number P17805 • Temporary position ending June 30, 2027 • Regulated 36-hour work week • Bi-weekly salary range $2,177.46 – $2,603.54

About the role

The Domestic Admissions Specialist plays a key role within Enrolment Services, contributing directly to Saskatchewan Polytechnic’s Strategic Enrolment Management (SEM) plan through effective coordination of domestic admissions operations. The Specialist ensures the consistent application of institutional and provincial admission standards across all domestic programs. With a comprehensive understanding of Canadian educational systems and post-secondary pathways, the Specialist evaluates academic credentials, determines equivalencies, and ensures decisions are data-informed, equitable, and compliant with established policy and procedure. This role demands attention to detail, policy interpretation skills, and the ability to apply reasoning and analysis in complex decision-making scenarios.

The Domestic Admissions Specialist works closely with academic programs, Strategic Enrolment Management, recruitment services, academic advisors, Indigenous Student Success and international admissions counterparts to deliver a seamless student admissions experience. The Specialist also provides guidance and mentorship to Junior Admissions Specialists, supporting consistency in processes, accuracy in decision-making, and ongoing staff development.

Responsibilities

• Evaluate applications from prospective students with Canadian academic credentials, ensuring compliance with provincial and institutional admission standards.
• Conduct detailed evaluations of Canadian academic records, assessing grades and credits within the provincial educational framework.
• Determine credential, grade, and course equivalencies between different Canadian provinces and territories.
• Authenticate and evaluate documents required to fulfill admission requirements.
• Investigate and resolve potential discrepancies or fraud in submitted materials, ensuring authenticity and integrity.
• Process applications, record decisions, and communicate outcomes to applicants, high schools, recruitment teams, and other stakeholders.
• Monitor application volumes and seat capacity for programs open to domestic students, including managing waitlists and designated equity seating.
• Facilitate the mature admissions process by coordinating communication with academic leadership and ensuring procedural compliance.
• Deregister students, withdrawals, transfers, and discontinuations using Banner and CRM systems to maintain accurate and up-to-date student records.
• Process financial transactions related to student accounts, including fee assessments, refunds, charges, sponsorship notifications ensuring accuracy in billing and compliance with institutional policies.
• Serve as a primary point of contact for prospective and current students, school counselors, teachers, parents, and external community partners.
• Serve as a point of contact for academic program areas – Program area staff, program heads, academic chairs.
• Provide clear, accurate communication of admission requirements, equivalencies, and policies to internal and external stakeholders.
• Provide immediate direction and responsive support to recruitment services and faculty, ensuring front-line staff can assist students effectively.
• Participate in and provide leadership during recruitment events such as open houses, presentations, and information sessions, including supporting recruitment initiatives that require occasional in-province travel and work outside regulated work hours.
• Offer admissions advising to applicants, including guidance on admission requirements, transcript evaluations, and meeting eligibility criteria.
• Recommend appropriate courses, pathways, and institutional resources to support applicants in application process.
• Provide support for applicants experiencing technical issues with the website, applicant hub, or self-serve systems.
• Ensure data integrity, currency, and consistency within Banner, SharePoint, Microsoft Dynamics CRM, and other relevant systems.
• Test and implement software updates for admissions-related systems, ensuring consistent application of standards.
• Maintain procedural documentation and ensure adherence to updated policies, assessing their impact on the admissions process.
• Provide guidance to Junior Admissions Specialists, fostering professional growth and knowledge sharing.
• Attend training sessions and contribute to the maintenance of institutional resource libraries.
• Share professional expertise with colleagues to promote collaboration and best practices across teams.
• Perform other various office duties as assigned.

Requirements

• A recognized Diploma in Business Administration or a related discipline. An equivalent combination of education, training and experience will be considered.
• A minimum of two years of recent, relevant administrative experience.
• Demonstrated ability to ensure data integrity and consistency, including ability to update, retrieve, maintain, format and transmit information using database software, while maintaining speed and accuracy.
• Demonstrated proficiency in ERP and CRM database systems (e.g., Banner, MS Dynamics CRM).
• Proficient using visual, analytical and reporting software, supporting comprehensive reporting and informed decision-making.
• Proven ability to assess and adjudicate applying policies and standards.
• Ability to maintain organized, timely, and professional correspondence.
• Strong problem-solving skills, including the ability to calculate averages and percentages, analyze information to determine trends, and make complex decisions independently using general guidelines.
• Strong organizational skills, including the ability to prioritize many competing and diverse tasks, and to complete them within tight timelines, with minimal supervision.
• Ability to work effectively as part of a team, and with a variety of internal and external stakeholders.
• Experience in receiving and processing payments is required.
• Ability to deal effectively with difficult situations.
• Demonstrated valuing of diversity.

Schedule

Part-time position with full-time hours (36 hours per week).

Location

Multiple Saskatchewan Polytechnic campuses: Saskatoon, Moose Jaw, Regina, and Prince Albert.