Recruitment and Admissions Coordinator

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Learn more about our recruitment process.

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Internal deadline to apply is Thursday August 29, 2025 at 11:59 PM.

Job Description:

Primary Purpose

Responsible for establishing and managing the process and framework by which the Stratford School meets its enrolment management goals for undergraduate and graduate programs. This includes developing integrated marketing, recruitment, and communications plans informed by research and best practices, engaging key stakeholders, and maintaining and integrating key tactics to support the Faculty of Arts in meeting its overall enrolment and revenue goals.

Key Accountabilities

Responsible for recruitment strategies:

• Based on enrolment management goals of the Stratford School, conducts research and analysis and creates effective research-based overall recruitment and communications plans for graduate and undergraduate programs. This includes research, planning, budgeting, operationalization, and evaluation of print, web, new media, relationship-building, and event strategies.

• Works with key internal stakeholders, including the Faculty of Arts Undergraduate Office (AUO), the Faculty of Arts Dean’s Office (DO), the Marketing and Undergraduate Recruitment Office (MUR), and the Graduate Studies Office (GSO) and others to ensure a coordinated, strategic approach to recruitment and admissions activities that aligns with broader university goals and frameworks.
• Remains informed of university programs, admission requirements and processes, student life, visual brand identity and other information, policies, and practices pertinent to undergraduate and graduate recruitment.
• Leads Stratford School participation in undergraduate and graduate recruitment events such as the Ontario Universities Fair, on-campus open house events, and graduate fairs to recruit students.
• Develops and manages program-specific recruitment events such as high school workshops (e.g. Discovering Digital Media Days) and graduate information sessions; develops strategies to collect data to support ongoing engagement and evaluation.
• Works with senior management to prioritize and forecast recruitment spending and tracks expenses to ensure effective budget management.

Responsible for managing integrated communications plans:
• With involvement and collaboration with the AUO, DO, MUR and GSO, develop and implement a student-centered content strategy that aligns with broader university recruitment plans, which may include publications, websites, and social media campaigns.
• Manages undergraduate and graduate recruitment communications strategies, including specific tactics, timing, and key messages.
• Creates written content and provides editing support for undergraduate and graduate communications, including print, websites, social media, newsletters, e-mail campaigns, blogs, etc.

• Investigate and report on potential external relationships and memberships that could benefit recruitment activities.
• Researches and recommends integrating new and emerging technologies into communication strategies to meet recruitment objectives and position undergraduate and graduate programs effectively.
• Provides direction to the digital media team on strategy execution.

Relationship management:
• Maintains strong relationships and liaises with internal stakeholders as needed to ensure the seamless coordination of recruitment and admissions processes.
• Manages positive relationships with prospective students/applicants, parents, teachers, organizations, and other key stakeholders that support the recruitment of highly qualified applicants.
• Serves as the principal contact for interested students and applicants to the undergraduate and graduate programs, focusing on high-touch customer service, including e-mail, phone calls, personalized visits, and more significant recruitment events.
• Develops and delivers presentations and tours to promote undergraduate and graduate programs to stakeholders (e.g. prospective students, liaison travelers, teachers and counsellors, international delegations, etc.).
• Leads program-specific confirmation strategies for graduate and graduate programs, including but not limited to hand-written notes, applicant calling, and chat sessions.
• Maintains an understanding of audience needs at different stages in the enrolment management funnel and how they impact communication and relationship management strategies.

Management of admissions processes and advising support:
• Serves as a trusted advisor to the Associate Directors concerning all admissions policies and procedures.
• Project/people manage all internal admissions review cycles for graduate programming.
• Liaises with appropriate departments to collect, track and report on program-specific application data for undergraduate and graduate programs, identifying trends, opportunities, and challenges to support strategic planning.
• Manages admission inquiries from applicants; provides counselling and recommendations based on candidate’s background.
• Monitors reviews and prepares graduate applications and liaises with applicants as needed. This may include GPA calculation, institution accreditation assessments, or document verification (liaising with the GSO, as required, on exceptional cases), preparation of background information for special cases, preparation of communication for Offer of Admission, and following up on denial decisions.
• Supports scholarship processing, including grade assessments, AIF distribution as needed, etc.
• Provides back-up support for undergraduate advising. Reports on issues and concerns as they arise.

Supports Stratford Services and activities:
• Facilitates the Teaching Assistant hiring process in conjunction with the Associate Director of Graduate Studies on a termly basis.
• Provides logistical and other support for Stratford School initiatives, including MDEI Program Intensives, GBDA Orientation, Student Showcases, and related events.
• Liaise and collaborate with the Digital Media Manager on special events, communications, marketing campaigns, building the digital media library of content for the Stratford School, and more.

Required Qualifications
Education
• Completed university degree
Experience
• Experience in a student engagement, communications, or public relations role.
• Knowledgeable about relationship-building best practices with a targeted audience.
• Excellent promotional writing and content web writing experience.
• Demonstrated ability to plan special, large-scale events.
• Direct experience managing volunteers for events is preferred.
• Background in developing and delivering informational presentations.
• Demonstrated ability to work as part of a team in an environment that requires strong time management skills and knowledge to adapt to a changing environment.
• Experience creating and managing social media campaigns targeted at large and diverse audiences is an asset.
Knowledge/Skills/Abilities
• Superior client service skills.
• Self-starter, intrinsically motivated, and able to work independently or within a team under tight deadlines. Proven ability to meet strict deadlines without compromising quality.
• Proven ability to handle difficult situations with tact and diplomacy and demonstrated problem-solving skills. Knowledge of student recruitment practices or experience with the 17-20 year-old market is desirable.
• Demonstrated ability to act as a spokesperson and representative within various academic and public environments.
• Ability to provide information to an audience in an engaging and memorable manner.
• Familiarity with social media applications, including Facebook, Twitter, Snapchat, and Instagram.
• Ability to speak credibly about all academic and university life aspects, including undergraduate recruitment and admissions, Canadian and international education systems, transition issues, academic programs, co-op study system, financing, residence, student life and success, and success after graduation.
• Excellent written and oral communication skills.
• Strong organizational and problem-solving skills coupled with the ability to handle multiple tasks, meet deadlines, and excel in a fast-paced environment characterized by changing priorities.

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is coordinated within the Office of Indigenous Relations.

The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

Positions are open to qualified candidates who are legally entitled to work in Canada.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at hrhelp@uwaterloo.ca or 519-888-4567, ext. 45935.