Admissions Officer

Reporting to the Associate Registrar - Admissions or designate, and where applicable, assigned day-to-day supervision provided by local campus management. This position is responsible for processing student admissions activities from enquiry to acceptance into a program, through the application of College policy and decision making which commits the institution to binding agreements of admission. The incumbent is an admissions expert and is accountable for consistent and equitable admissions assessments and offers.
The Admissions Officer acts as a liaison for the Office of the Registrar by providing specialized knowledge of admissions and related operations to deans, associate deans, faculty, program coordinators, academic advisors, recruiters, outside stakeholders, applicants, and students.

Evaluates, assesses and processes student applications for admission to all programs according to established criteria:
• Processes applications and supporting documentation in preparation for applicant review.
• Assesses and determines eligibility of applicants according to established criteria and procedures.
• Admits and or declines students based on admission requirements.
• Makes decisions on the suitability of applicants according to policy and within established criteria.
• Recommends suitable courses or alternative academic pathways to assist the student to achieve their indicated educational goals.
• Reviews applications to ensure that program or course admission requirements have been met, including a review of transcripts and GPA calculations.
• Performs data entry with a high level of accuracy using the Colleague system, verifying student information, updating lists/forms, typing correspondence, and producing acceptance packages.
• Responds promptly to a large volume of written and verbal enquiries from prospective students, applicants, and recruitment agents regarding admissions activities such as program requirements, documentation requirements, admission statuses, and program start dates.
• Provides academic departments with completed student files, including supporting documentation, and general clerical support for review and selection of candidates for admission into programs.
• Corresponds and communicates with individuals such as deans, faculty, agents and students, as well as external organizations such as other post-secondary institutions, high schools, and other outside stakeholders.
• Corresponds with applicants and/or agents to ensure that all required admission documentation is received by the College.
• Maintains quality control of admissions processes by completing audits of practices across campuses and takes appropriate actions, as required.

Leads admissions activities, providing expertise and functional direction to staff within the College:
• Ensures the dissemination of accurate admissions and program information to appropriate College staff.
• Provides advice and input to policy and procedural revisions as it relates to the admission processes both within the department and as it impacts departments around the college.
• Participates as a member of internal and external committees.

Evaluate transcripts and educational systems:
• Researches, analyzes and evaluates domestic and/or foreign transcripts for authenticity, to determine equivalency to BC high school standards; updates student records with course prerequisites for purposes of admission.
• Researches, develops and maintains a comprehensive collection of current and accurate information related to domestic and foreign credentials and educational system analysis.
• Runs reports, requests updates and processes transcripts and supporting documents regularly for applications.
• Stays current on best admissions and enrolment strategies across the industry.

Oversees enrollment management, communications, and data:
• Administers and manages program waitlists and monitors seat capacity quotas to ensure programs are not over-subscribed.
• Ensures adherence to college and legal requirements regarding the privacy and confidentiality of student information and records.
• Annually updates Education Planner BC.
• In collaboration with Institutional research, extracts Education Planner BC data for academics.
• Advises and recommends and or develops and implements systems related to the admissions process both within the college and with recruiting agents.
• Authorizes deadline extensions for completion of admission requirements, payment of deposits, etc.
• Ensures the accuracy and integrity of data as it relates to admission processes.
• Coordinates all admissions communications content to ensure standards and consistency across the institution (e.g. acceptance letters, Colleague Communications Management).
• Overseas the management of CNC's application pipeline through Education Planner BC, by maintaining communication, opening and closing program applications and addressing stalled applications.
• Utilizing Education Planner BC to provide strategic enrollment data.

Recruitment:
• Participates in recruitment events on and off-campus and assists in the education of all new student recruiters and advisors in regards to the admission process.
• Supports student recruitment during leaves and/or peak periods.
• Collaborates with recruitment on presentations, information sessions and webinars for outside stakeholders.

Other Related Duties:
• Promotes a positive work atmosphere by interacting and communicating in a professional manner that demonstrates mutual respect towards students and colleagues.
• Provides leadership to team members by coaching, guiding and modelling key behaviours and strategies.
• Engages as part of a team in contributing to and accomplishing the vision, mission, and goals of the College and in supporting the aspirations and needs of our learners using SEM data informed decision making.
• Assists office with special projects, including data validation/correction, record maintenance, documentation, and system testing. May contribute or participate in various projects related to the department.
• Performs other related duties as assigned by the Associate Registrar or designate.

• Bachelor's degree (or higher) specializing in
a relevant field
• 3 years or more of related work experience within a Registrar's office; an equivalent combination of education and experience may be considered.

• Sound knowledge of post-secondary operations, program offerings, and admission/registration policies and procedures.
• Excellent communication skills, both verbal and written, and the ability to interact well with students, staff and the general public.
• Excellent attention to detail, organizational skills and ability to set priorities when encountering conflicting demands.
• Ability to effectively work with and provide information, assistance, and related services to the public, faculty, staff, administrators, and students in a tactful, pleasant and helpful manner.
• Ability to work independently and as a member of a team - working harmoniously with others.
• Ability to work effectively under pressure with a high standard for accuracy in a high volume, fast paced environment. (e.g. application deadlines and registration periods).
• Has an enthusiastic approach to continuous improvement in processes and systems.
• Excellent data entry and strong computer skills; including word processing (MS Word), familiarity with a large student information system (preferably Colleague) and proficiency in using spreadsheets (MS Excel) and database software (MS Access) with both speed and accuracy. Minimum 40 wpm and alpha/numeric (data entry) skills of 100 key strokes per minute.
• Strong understanding of cross-cultural communication.
• An ability to demonstrate effective communication and problem-solving skills under pressure.
• Ability to maintain confidentiality and privacy requirements with regard to the position and to student information.