Executive Director, Undergraduate Admission and Recruitment

Reporting to the Vice-Provost and Dean of Student Affairs, the Executive Director, Undergraduate Admission and Recruitment (ED) provides strategic leadership with respect to admission, recruitment, and enrolment, and is responsible for planning, directing, implementing and managing the execution and coordination of all undergraduate admission services and activities through a seamless “enrolment funnel”, from prospect through application, admission and registration, for Queen’s students and visitors to Queen’s and the Bader International Study Centre (BISC). The ED provides guidance, information, and analysis to the Vice-Provost and Dean of Student Affairs to enable Queen’s to meet its enrolment targets (domestic and international),  is responsible for the development of undergraduate recruitment and admission policy, and is responsible for organizing the delivery of services that reflect the strategic direction and goals of the University. This position works in close collaboration with Directors and Managers across the Division of Student Affairs (DSA), other University departments, and external partners and service providers in order to achieve this goal.    

The ED manages, provides daily overall leadership and direction, supports and is accountable for a large and diverse range of fundamental activities related to the admission of students to pursue full-time or part-time undergraduate study at the University, including students on international exchange.

The ED plays a role in the University’s efforts to enhance equity, diversity and inclusivity, while contributing to the shared mission of supporting and engaging students in safe and meaningful ways.

KEY RESPONSIBILITIES:

  • Develop, recommend and implement strategies for Undergraduate Admissions and Recruitment (domestic and international) and ensure (within organizational constraints) services provided meet the needs of constituents and reflect the strategic direction of the University and the goals of the Division of Student Affairs;
  • Champion a transparent, collaborative, and student-centric environment, driving a culture of collaboration with academic units and other institutional offices to support Queen’s enrolment goals;
  • Develop, manage, and direct a team of approximately 40 professional staff engaged in a variety of functions to provide a seamless interface for prospective applicants and applicants; oversee and ensure effective and efficient office management, including responsibility and accountability for financial planning and budgeting and effective allocation and optimum deployment of financial, human and technical resources;
  • Provide strategic leadership and assume the role of convenor, subject matter expert, and advocate for Queen’s with respect to direct-entry undergraduate admission;
  • Ensure the coordination, establishment, and execution of local, national, and international marketing, communication and outreach strategies and activities related to the targeted promotion of Queen’s University to prospective students and other audiences to increase awareness and interest in Queen’s that results in applications from qualified prospective students;
  • Effectively deploy staff and volunteers (including Queen’s students, faculty, staff and alumni) to identify, attract and admit a diverse complement of students from across Canada and around the world to fulfill University and Faculty/School strategic enrolment goals and objectives;
  • Provide strategic leadership and advice with respect to national and global events impacting recruitment and admission;
  • Advise Faculty/School admission committees about policies, procedures and specific applicant files, and ensure that admission policies and procedures are coordinated and implemented consistently and appropriately across the University;
  • Responsible for achieving specific program admission objectives and targets; oversee initiatives and activities related to the tracking, measurement, analysis and reporting of enrolment trends and patterns, including conversion analysis and the demographic profile of the entering class;
  • Develop, measure, and maintain policies that aim to diversify the student population  including BIPOC and First Generation students. Strategically liaise with external partners that promote such initiatives to ensure targeted and effective messaging and supports;
  • Manage and mitigate risk to the University through effective enrolment management and communications strategies and responses;
  • Oversee the creation, implementation, and evaluation of institutional recruitment and admission publications, new media, and web-based material used for marketing to target audiences;
  • Provide leadership with respect to exchange program admission and support other study abroad alternatives;
  • Oversee recruitment and admission activities for the Bader International Study Centre (BISC);
  • Establish relationships with representatives from other academic institutions, government agencies (i.e., embassies and consulates), and other sources to maximize outreach and recruitment efforts;
  • Maintain internal and external liaison with and for the University on all matters that relate to recruitment, admission and international enrolment opportunities and participate on a wide variety of internal and external standing and ad hoc committees where valuable and appropriate;
  • Promotes a culture of inclusion, with a commitment to the university’s equity, diversity, accessibility, and inclusion initiatives designed to foster an inclusive, supportive, and welcoming work environment for individuals with diverse backgrounds and identities;
  • Engage in strategic planning and policy development for the Division of Student Affairs, as a member of the leadership team; work with all stakeholders to build relationships, to generate a common vision for undergraduate recruitment and admission, and to foster a culture of student recruitment as a campus-wide mission;
  • Plan, prioritize and manage the work of employees, providing strategic and tactical advice, guidance and coaching.  Identify the need for staff resources, participate on staffing committees, and make effective recommendations regarding employee selection; 
  • Manage performance by establishing performance standards, reviewing and evaluating performance and conducting formal performance reviews on an ongoing basis;
  • Assess staff training and development needs, and ensure that employees receive training required to improve and sustain successful performance; 
  • Investigate, address and resolve employee/labour relations issues, including disciplinary matters. Make decisions or effective recommendations on matters involving possible discipline, discharge and probationary termination;
  • Other duties as required in support of Undergraduate Admissions and Recruitment as well as the Division of Student Affairs.

REQUIRED QUALIFICATIONS:

  • Undergraduate degree in relevant field required; Graduate degree preferred;
  • Ten years demonstrated experience working in a related field such as admissions and recruitment, student affairs, student development, education or other related field ;
  • Experience in directing and motivating people and demonstrated leadership skills are essential;
  • Experience managing a large team of people, including professional staff and volunteers, carrying out a diverse range of activities;
  • Progressive management and leadership experience in a complex, service-oriented environment; proven experience with institutional promotion and undergraduate student recruitment and admission would be an asset;
  • Experience in developing institutional policies and procedures regarding strategic enrolment planning and management would be an asset;
  • Consideration will be given to an equivalent combination of education and experience.

SPECIAL SKILLS

  • Excellent oral and written communication skills, including presentation skills
  • Strong background in managing group dynamics, conflict resolution and team building
  • Ability to develop strong relationships among members of diverse groups
  • Excellent interpersonal and intercultural skills to work collaboratively with other professionals and stakeholders
  • Demonstrated ability to function effectively in team situations, both within and across departments and with other organizations, to achieve optimal collective results
  • Excellent analytical, reasoning and problem solving skills including the ability to identify, analyze and propose solutions for existing issues as well as an ability to anticipate challenges
  • A successful track record in leading complex programs and initiatives, and the ability to set and meet strategic, financial, and operational goals
  • Ability to organize and co-ordinate diverse tasks and responsibilities in a timely manner, meeting multiple external and internal deadlines, often with competing and changing priorities
  • Demonstrated ability to resolve crisis situations, dealing with moderate to highly complex issues
  • Strong discretion and judgment to deal with confidential matters in a professional and tactful manner
  • Ability to be creative, challenge the status quo and demonstrate initiative to generate improvements and foster positive outcomes, adapting and responding to the changing environment
  • Demonstrated ability to work with diverse student body and commitment to intercultural development, equity, diversity, inclusivity, and indigenous initiatives
  • Ability to demonstrate respect, dignity and integrity in interpersonal relationships and to demonstrate positive personal coping and wellness strategies
  • Commitment to exceptional customer service.

DECISION MAKING:

  • Develops and articulates the goals, vision and strategy of Undergraduate Admission and Recruitment;
  • Determines overall yield ratios, i.e., the number of offers of admission to make in order to achieve defined registration targets; Recommends process and establishes timing and benchmarks for admission selection decisions;
  • Specific offers of admission on individual student files; determining offers based on other criteria than academic success;
  • Allocating scarce resources, human and financial, to derive the greatest value from the investment in pursuit of the University’s vision and goals to maintain and enhance Queen’s competitive advantage as a research-intensive, national, mid-size residential university;
  • Responsible for management decision about financial planning and budgeting and effective allocation of financial and human resources;
  • Responsible for decisions and recommendations with respect to communication strategies to promote the University and individual programs and to manage or mitigate public relations risks through effective public relations;
  • Define and adapt practices to achieve institutional and office goals and objectives
  • Recommend and/or determine policy that reflect the strategic direction and goals of the University;
  • Decide and implement service delivery, organization and business procedure(s);
  • Evaluate job candidates and make effective recommendations on suitable hires;
  • Make decisions and/or effective recommendations regarding transfers and promotions;
  • Evaluate employee performance and decide on appropriate training or coaching to address lack of proficiency in carrying out responsibilities, or remedial action for staff disciplinary situations;
  • Assess investigation outcome of grievances and make effective recommendations on appropriate course of action or next steps on grievances;
  • Make effective recommendations on level of discipline up to discharge and probationary termination.