Admissions Coordinator - Canada

The Admissions Coordinator serves as a front-line representative of Medforth Global Education (MGE), supporting one of its universities by ensuring operational accuracy, efficiency, and consistency across the admissions lifecycle. This role supports admissions operations across Grenada, Northumbria, and Waterloo and any additional university partnerships, with a strong focus on Canadian applicants and additional responsibilities supporting the Waterloo University pathway and any additional pathways to come. The Admissions Coordinator is a key part of a Pod, a small, cross-functional team of an Admissions Officer, Admissions Coordinator, Recruiter, and Financial Aid/Institutional Student Financial Assistance Specialist, focused on efficiently moving students through the admissions funnel. The Admissions Coordinator is responsible for ongoing funnel progression through timely application processing and file completion, ensuring accurate documentation, proactive follow-up with students, and seamless collaboration with team members to keep applicants moving forward toward enrollment. This position also requires responsiveness and adaptability across regions, with responsibilities that may vary to meet the unique needs of applicants across the US, Canada, and International markets. Key Responsibilities Core Admissions Operations Facilitate daily processing of applications and supporting documents across Grenada, Northumbria, Waterloo and any additional university partnerships. Serve as the primary point of contact for applicant file completion and inquiries Ensure data entry accuracy and maintain integrity across all applicant records Maintain accurate and up-to-date applicant records in Salesforce to track progress across all campuses Prepare and send acceptance and scholarship letters while maintaining proper documentation Canadian University Partnerships (Waterloo) Focused Responsibilities Provide dedicated support for Canadian applicants, ensuring alignment with regional expectations, timelines, and communication standards Serve as a key operational resource for the Waterloo University pathway, including: Supporting application processing and document verification specific to Waterloo applicants Assisting with workflow coordination between internal teams and Waterloo partners Monitoring applicant progression and identifying bottlenecks unique to the Waterloo pipeline Collaborate with Admissions Officers and leadership to ensure consistent and efficient processing of Canadian and Waterloo cohorts Support reporting, tracking, and process improvements related to Canadian applicant volume and Waterloo operations Pod Collaboration Student Support Serve as an integral member of the Pod team to deliver coordinated, holistic support throughout the admissions process Support deposited students through key enrollment steps including financial aid, housing, travel, registration, and orientation Identify applicants at risk of disengagement and escalate for timely intervention Operational Excellence Compliance Demonstrate knowledge of application processing compliance requirements and support adherence to institutional and regulatory standards Identify process inefficiencies, particularly within Canadian and Waterloo workflows, and escalate opportunities for improvement Document funnel progression and ensure timely and accurate processing aligned with admissions timelines Conversion Accountability Own the document submission process for assigned applicants from application through enrollment Contribute to individual and team enrollment goals through timely communication and follow-up Support funnel health across all campuses, with heightened accountability for Canadian and Waterloo applicant movement Additional Responsibilities Provide coverage across admissions functions to ensure uninterrupted service Assist with admissions projects, reporting, and data management initiatives Perform other duties and special projects as assigned, particularly those supporting multi-campus and Waterloo operations This description is not intended to be all-inclusive. This position may perform other related duties as required to meet the ongoing needs of the department/institution. Qualifications Bachelor’s degree required Experience in higher education admissions, student services, or a related customer service role strongly preferred. Work Environment Physical Demands Work performed in a positive, creative, and collaborative office environment. Requires frequent use of computers, phones, Zoom, and other online communication platforms. Must be comfortable engaging applicants and families virtually and by phone as a key part of the applicant journey. Hours Travel Standard work week Flexibility required during peak admissions periods, including evenings and weekends. Ability to adjust schedule to accommodate applicants across multiple time zones. Key Outcomes Applicant Experience Excellence: Applicants consistently report feeling valued, informed, and supported throughout the admissions process. White Glove Service: Zoom/phone interactions and proactive outreach create a concierge-style experience that builds trust and commitment to SGU. Operational Accuracy: Applications are processed and tracked with precision, supporting timely decision-making and committee readiness. Pod Collaboration: Coordinated teamwork ensures a seamless, student-centered journey from inquiry to enrollment. Responsiveness: Applicant inquiries are answered within 24–48 hours, with documented follow-up and escalation as appropriate. Regional Responsiveness: Duties are adapted to meet the specific needs of applicants in the US, Canada, or International regions.