Admissions Technical Assistant - Jobs in Courtenay, BC

Job Description

Posting NumberPosting Number SS0274Position InformationDivision Student Services & RegistrarDepartment Student Services, Comox ValleySupervisor Title Associate RegistrarLocation Comox Valley(CV)Posting Type Internal/External PostingPosition Status RegularIf Others, please specifyDesired Start Date 09/19/2022Position End Date (if temporary)Weekly work schedule (please indicate the start and end times for each day of work)Monday to Friday 8:30am to 4:30pm% 100Pay Grade I (interim): $27.47-$29.16Position SummaryReporting to the Associate Registrar and working as part of the Admissions team, the Admissions Technical Assistant is responsible for ensuring that there is clear communications to students, on the college’s web site and on the provincial governments central application system for the various admission cycles as well as the smooth and efficient processing of student applications to North Island College. The Admissions Technical Assistant works with the Admissions Unit to facilitate that the system is being used effectively to facilitate the admissions process with the goal of filling courses and programs.The Admissions Technical Assistant is aware of the Mission and Values of North Island College, incorporating and practicing the values in everything they do.Position CompetenciesJob Knowledge; Judgment; Teamwork; Planning & Organization; Customer Service Excellence; Communication & Interpersonal SkillsDuties & Responsibilities1. The incumbent is responsible for maintaining the admission intakes on the NIC web site, the government’s Education Planner system and ensure that all staff in the Registrar’s Office are aware of Admission Intakes that are being opened or closed.2. Completes an annual review and update of program information on the government’s Education Planner website making appropriate changes as necessary to ensure accuracy.3. Complete the annual setup and maintenance on all admission communications and related document tracking for the Domestic Admission Unit and the Office of Global Education.4. Sets up the communications management tracks for new programs and manages edits to existing communication tracks for all programs as needed.5. The incumbent will spend 50% of their time on maintaining and configuring different systems used by the Admissions Unit and 50% of the time doing the same work as an Admission Assistant.6. Will work closely with the Registrar’s Office’s Functional Analyst as the Subject Matter Expert responsible for testing new functionality including but limited to admission self-service, , workflow systems, a future CRM and any other future system that will be used to facilitate the admissions process.7. Reviews student applications and supporting documentation and provides information and advice, in-person, or by other methods, to prospective students regarding the admissions process at NIC.8. Reports any nonstandard issues to Admissions Officer as they relate to admissions standards and individual student files.9. Collaboratively works with Admissions Assistants to maintain and enter onto individual files all transcripts, assessment results, Certificates, Criminal Record Checks, program Information forms, and driver’s searches received daily in Admissions workflows.10. College-wide Admitting for University Studies, Associate of Arts and Science Degree,Adult Basic Education, English as a Second Language, English Language Services for Adults, Welding, Apprenticeships and Tourism and Hospitality Distance Programs performed daily to determine qualifications and admit into programs.11. The Campbell River and Comox Valley Admissions teams are required to attend monthly Admissions meetings.12. Process Criminal Record Check information received on individual student records13. Monitors tuition deposit deadlines for Limited Entry Programs and contacts students for payment.14. Monitors Final Fee Tuition deadline for Limited Entry Programs and contacts students for payment.15. Works in conjunction with the Admissions Officer or on your own and other Admissions Assistants using Communications Management to prepare letters for applicants.16. Runs program waitlists. Tracks and monitors changes to admission requirements to programs from Department Chairs/Faculty, and North Island College website, reporting on admissions cycle and ensuring any changes are brought to the attention of the Admissions Officer and other Admissions Assistants.17. Works in conjunction with the Associate Registrar, to run reports and prepare documentation required for Dual Admission University Degree students transferring to Partnership Institution.18. Liaises with other University Partnership Admission teams providing information and documentation to facilitate enrollment for Dual Admission Degree students.19. Notifies students by email, telephone or letter of any program changes, or upcoming Information Sessions. Maintains reports confirming attendance and provides information to Admissions Officers and to Departments20. Answers procedural questions from College-wide Registration, Admissions staff and Faculty to enhance service to students.21. Works in conjunction with Admissions Officer, High School and NIC College Counselors to facilitate successful enrollment to students applying to the Dual Credit High School Program and to identify, maintain and monitor all Underage applications received ensuring that the Under Age process (UAGE) is completed.22. Works in conjunction with Admissions Officer to ensure successful roll-over of applicants on the waitlist for Limited Entry programs. Also, reviews programs applicant lists at the end of the admissions cycle and takes appropriate action with each students Colleague record23. Prepares statistical reports as required by the Admissions Officer, Department Chair,Associate Registrar or Registrar as required. Performs other duties as assigned by the Associate Registrar.24. Collaboratively works with Student Records to test all Colleague screens used by Admissions when updates have been implemented and notifying them of any changes or issues.25. Participates in Graduation and Orientation events as required.26. Performs reception/switchboard duties as required; booking appointments with Counsellors, Advisors and assessment.Required Education & Experience

• Completion of 2 years diploma or equivalent education with additional training in communication, technical writing, presentations, & facilitation.
• Minimum of 4 years of related experience in systems, record management & accounts. Experience in a post-secondary education environment is preferred.

Required Knowledge Skills & Abilities1. Knowledge of NIC Policies and Student Services Procedures Manual2. Specific knowledge of North Island College programs and courses college-wide.3. General knowledge of BC Post-Secondary system.4. Ability to enter and evaluate BC and Out of Province high school transcripts and ensure accuracy of data entered by others.5. Ability to enter and evaluate upgrading courses on Post–Secondary transcripts.6. Ability to write up new procedures for new processes (i.e. English as a Second Language, and English Language Services Programs and Automated Replied Response Process) in a clear and concise manner for the use of the team.7. Excellent organizational and time management skills with the ability to plan and prioritize tasks and efficiently meet deadlines.8. Ability to work collaboratively with other Admissions team members. Assisting in the development of new processes to enhance efficiencies and demonstrate commitment and effective team behaviours such as active listening, balanced participation, and contribution to shared team goals.9. Excellent oral communication skills with the ability to effectively speak to students and the public about North Island college programs and courses.10. The ability to organize and prepare written materials in a professional, clear and concise manner for the use of the team is essential.11. Knowledge and experience in using a large database system, experience with the Colleague student records database system and Image Now is preferred.12. Intermediate level of proficiency with emphasis on MS Office Word; and Excel.13. Accurate keyboarding skills to ensure high level of accuracy for all data entered college-wide.14. Excellent interpersonal skills; communication, customer service and crisis intervention skills.Special Instructions to ApplicantPlease scan copies of your transcripts into one document for attachment. If your transcripts are not available at the time of application, please attach a letter or certificate of confirmation from the educational institution.Posting Detail InformationPosting Open Date 09/01/2022Posting Close Date 09/07/2022Open Until FilledQuick Apply

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