Admissions Assistant

Job description

BCIT’s Registrar’s Office is seeking a regular, full-time Admissions Assistant. This position is responsible for providing front line customer service to applicants and existing students of Advanced Placement and Degree programs and for providing clerical and administrative support to the Admissions department including scanning and indexing documents using a document imaging system.

Duties & Responsibilities DUTIES AND RESPONSIBILITIES: General support: Provides training to other staff on safe and productive use of the document imaging system. Provides relief coverage to Admissions Assistants Admissions and APDP during vacation/lunch/term start. Retrieves and replaces files. Prepares admissions packages as required. Provides clerical support to the department as assigned e.g. word processing, mailing, photocopying, sorting and sending messages etc. Addresses any additional processing needs of the department such as any additional scanning or special requests. Admissions Assistance: Collects, opens and distributes incoming mail Identifies application problems and resolves issues (e.g. applied to wrong program/level etc.) Maintains applicant files, including updating applicant information Prepares applicant files for Officers by pulling and merging existing student records Prepares labels for files using Intaglio Maintains a supply of forms and information packages Advanced Placement and Degree Programs support: Screens all incoming and calls, email and in person inquiries to determine which inquiries can be answered with general information and which ones require an Officer Provides information to the customer including application status, details of outstanding/received documentation, program change/transfer processes and application deadline dates Provides basic information and referrals to other departments when responding to questions regarding Financial Aid, Student Records, Admissions, etc. Accepts and reviews applications to ensure correctness, supporting documentation and transcripts have been attached and payment of application fee is processed Collects cheques, processes on-line payments Performs payment close-out procedures on Banner Database Records Entry: Enters application information on student information system (Banner) and ensure accuracy of data Downloads web applications daily onto the student information system Ensures all applications are input accurately and processed in a timely manner Keeps abreast of specific programs whose acceptance of applications is only for a certain time-frame and specific programs which require all pre-requisites and documentation to be submitted by a specific date Keeps abreast of changes to Banner data requirements Block registers students, withdrawal of students, change programs as requested Inputs student data and name changes, maintain current student address information Processes returned mail Document Imaging Duties: Prioritizes and schedules jobs, obtains supplies needed, sorts and organizes master files. Scans and converts hard copy originals to digital source documents: Opens mail/faxes and organizes for scanning For re-admitted students removes documents from paper files and determines whether a document is to be scanned or shredded in accordance with an approved retention schedule Shreds paper documents that have been culled and checked ID searches each submitted document and writes ID on top of each document, Date stamps documents Monitors and inspects all images to ensure quality is optimized; straighten and clean up images for re-scanning when necessary. Prepares and manages a daily batch to track all files. Periodically produces a frequency count for accountability reporting. Indexes images to the appropriate student and categorizes document according to document type. Submits scanned paper originals to Admissions Officer for processing and/or sends email Admission Officer for follow up. Participates in Records Custodian training and remains current with record keeping practices, policies, and procedures (both BCIT and FOIPOP). Undertakes the duties and responsibilities of Records Custodian in compliance with FOIPOP and Institute policies and procedures, including: maintaining index and retrieval system of office files through the Directory of Records Database (DRDB), or appropriate alternative; procuring file folder labels through the (DRDB), or appropriate, indicating the classification to which files belong; filing incoming documents into the records management system to support the business process; and, as appropriate, assisting other office staff with proper security levels to identify and retrieve active records. Undertakes related duties as assigned, consistent with the job grade of this position.

Qualifications QUALIFICATIONS: Definition: The qualifications section for this position was developed using the approved job evaluation plan, agreed to between the BCGEU and BCIT. The qualifications represent the minimum qualifications required in the future (i.e. to be reflected in job postings) and do not reflect the incumbent’s existing qualifications. Education:
Grade 12 plus up to 1 year post secondary education in Business, Customer Service or Computer applications. Experience:
Requires two years general office experience plus up to 1 year experience in a position of similar responsibility. Software/Computer Application(s) and Expertise:
Must have working experience with a large student information system, preferably BCIT’s BANNER system. Proficiency using MS Office. Document Management experience an asset. Communication/Interpersonal Skills:
Ability to work under pressure with accuracy and initiative is essential. Must be customer-service oriented with an emphasis on excellent interpersonal, communication skills as well as the ability to work independently and as a team member. Administrative Skills:
Accurate keyboard skills of 50 wpm. Must be able to multitask and problem solve. Excellent organizational skills with the ability to prioritize and meet tight deadlines. Ability to extract, interpret and analyse data quickly and efficiently. Ability to work at a computer for extended periods and pay close attention to detail.

Additional Information BENEFITS OF WORKING AT BCIT: Being a part of BC’s Top 100 Employers, and a member of the CCDI. A generous Total Compensation package which includes extended health and dental benefits and a superb pension plan. Access to Professional Development Funds and opportunities for career development. Increase your knowledge with Tuition waivers for BCIT courses. Enjoy subsidized parking and discounted access to our fitness facilities (including classes like Yoga and Zumba). Additional Wellness and Employee Assistance programs.
Salary Range Pay Grade 5; $45,882 to $49,489 per annum
Additional Salary Information External hires are initially placed at the minimum of the salary range with progression to the maximum. Salary prorated based on percentage and term of appointment.
Posting Category Administration
School/Service Area RO Admissions
Campus Location Burnaby campus
Bargaining Unit BCGEU Support Staff
Job Status Regular
Full-Time/Part-Time Full-Time
Number of Vacancies 1
Anticipated Start Date 05/03/2021
Anticipated End Date
Competition Number 21B646
Competition Open Date 04/07/2021
Competition Close Date 04/16/2021
Open Until Filled?
Quicklink for Posting

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