Duties & Responsibilities
DUTIES AND RESPONSIBILITIES:
Supervises, leads and coaches the admissions staff including selection, training, and conducting performance appraisals. Assigns and monitors staff work distribution, schedules staff vacations, establishes priorities and resolves staff conflict/problems. Maintains the online attendance, appropriate records and documentation for all staff members. Ensures that staff are trained and knowledgeable in BCIT and Admissions Policies and Procedures and are apprised of all updated information, processes, new programs and technology.
Responsible for overseeing program processing of full-time and part-time technologies, vocational foundation, and degree programs. This includes applicant/student advising, selection of applicants into programs, mapping individual student programs, Liberal Education courses and credit evaluation, assisting students with program modifications throughout their period of study, graduation audit, and maintaining ongoing correspondence with applicants/ students.
Responsible for overseeing the Advanced Placement application processing and registration. This includes course credit and equivalency review, maintenance of Direct Entry waitlists, applicant selection into programs, tuition fee adjustments, and ongoing correspondence with applicants/students.
Gathers, analyzes, interprets data, and develops detailed reports on program enrolments, identifies programs having difficulty filling, recommends recruitment initiatives or other action.
Establishes, develops, communicates and maintains operational and procedural guidelines relating to the operation of the department and participates in training initiatives to ensure Institute standards are maintained.
Analyzes operational needs and prepares reports and recommendations on staffing, scheduling facilities and equipment matters. Works with and monitors the Admissions department budget.
Analyzes the processes used in the everyday operation, identifies problems that impact operations of the department and recommends and implements solutions that will minimize operating costs and improve quality. Makes recommendations for modifications to existing policies and/or development of new policies.
Develops and updates staff procedure and training manuals.
Provides training and trouble-shooting of Banner Xtender to Registrars’ Office clients and admissions staff.
Reviews, analyzes and interprets the application statistics and data for every program, identifies areas of concern, addresses barriers, makes recommendations, assists with cross recruiting activities, and ensures that the mandate of BCIT is being met.
Troubleshoots difficult and hostile situations as encountered by Admissions staff members. Deals with irate applicants and parents and ensures that the FOIPOP policy is adhered to and is followed by all staff members.
Develops, researches and maintains the online prerequisite and equivalency guide, International academic equivalency and standard library. Updates, maintains and ensures all information sent out from Admissions is accurate and up-to-date as well as relevant Admissions information submitted for viewing on the WEB.
Investigates and prepares details on applicant files and documentation for special cases, fraudulent credentials and applications. Responds to all correspondence regarding any complaints, problems relating to the processes, applicant files.
Coordinates and organizes all activities, projects and admissions cycle events. Monitors and ensures the admissions telephone and voice mail is accurate and up to date.
Using both Microsoft Word and .html, reviews, prepares, composes and updates all Admissions internal and external letters templates and other miscellaneous correspondence.
Liaises with Systems Coordinator, centralized computing service and Banner Support services to ensure consistent and reliable functioning of the automated student information system, monitors data input to ensure accurateness and completeness of same.
Acts as the Banner Module Specialist (BMS) for the Admissions department; develops systems and operational procedures, troubleshoots, provides training to system users, analyzes reporting needs, coordinates data requirements, monitors data input, ensures accurateness and completeness.
Reviews new releases of BANNER or BANNER products to assess impact on modules.
Train staff on and provide testing support during BANNER module upgrades modules
Provides advice, guidance and leadership to staff, students, faculty and external bodies regarding admissions requirements, individual program requirements, admissions status, equivalencies and program status.
Attends operational stakeholder meetings for the creation of new programs to ensure adherence to admissions practices and procedures.
Provides technical and administrative advice to senior administrative staff on a wide range of issues within area of responsibility.
Ensures equivalents to program entry requirements, policy and procedures are maintained and adhered to when applicant selection is made and that the admissions information being communicated is accurate. Ensures consistency and fairness in student selection process. Ensures service levels are maintained and prompt.
Represents and is the direct liaison for the department on various committees, professional associations, organizations, and public funded bodies (i.e. WCB, CEIC, etc.). Organizes and chairs department meetings and participate in other BCIT departmental meetings as required.
Participates and develops long and short term goals and objectives for the Admissions department and provides guidance and tools to ensure these are implemented. Participates in the development of goals and objectives for the Registrar’s office.
Monitors enrolment activity by ensuring that programs are filled to capacity in an efficient and timely manner by required deadlines.
Creates and maintains custom and form letters through Banner (.xtml) and Word files.
Attends marks review meetings as necessary and process resulting correspondence, and process applications for their subsequent program if applicable.
Requests development of reports to monitor or provide statistical data (work with Cognos Registrar’s Office Systems staff who will write the reports).
Provides assistance to all members of Admissions who are experience difficulties on the various systems.
Runs various cleanup and application status reports.
Distributes the weekly Technology applicant statistics and identifies any irregularities.
Updates the Admission Trades Bulletin, Full and Closed List, Still Room Hot List regularly as needed and distributes
Updates the internal equivalency guide as needed.
Coordinates with Student Services with regards to registration/orientation activities, Career Preparation mailouts and other Admissions related events as needed.
Maintains and updates the International Reference materials as needed.
Understands and ensures student’s confidentiality and privacy in relation to the FOIPOP Act.
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: Requires the equivalent of completion of specialized training programs of up to two year’s duration. For example, a Diploma of Technology or completion of equivalent two year program in Administrative, Operations or Financial Management.
Experience: Two years general registrarial experience plus four years in a similar position (which includes one year’s experience in a supervisory capacity).
Software/Computer Application(s) and Expertise: Proven comprehensive knowledge and ability with Excel, Microsoft Word, Microsoft PowerPoint, automated student registration system (Banner preferred), and with reporting tools (i.e. Cognos). Must have understanding of technologies i.e. Xtender and of .html language.
Communication/Interpersonal Skills: Must have excellent interpersonal, verbal and written communication skills, proven ability to interact and effectively communicate with all levels of staff faculty and administration. Must have excellent leadership skills with the ability to effectively lead a team and provide a positive team environment.
Administrative Skills (e.g. prioritizing, minute taking, wp speed, etc.): Must have exceptional organizational and management skills, with the ability to establish and implement priorities, make responsible decisions and demonstrate initiative. This position must have a strong aptitude for planning, organization, attention to detail and prioritizing to be able to handle multiple demands and meet tight deadlines
Other Skills/Abilities: Must have excellent customer service and conflict resolution skills, problem solving and troubleshooting abilities including analysis of detail and dealing with exceptions. Must have a good aptitude and the knowledge and ability to produce and interpret statistical reports and research. Knowledge of Admissions policies and procedures (including FOIPOP), BCIT programs, admissions processing, and ability to implement and streamline processes.
Additional Information
Benefits – Why you’d love working with us
Competitive pay
Minimum of fifteen days of vacation
Competitive employer-paid extended health and dental plan – take a look at our benefit plans!
Defined contribution pension plan with employer contributions
Flexible hybrid work arrangements available
Professional Development funds and resources
Access to most BCIT PTS courses free of charge
Wellness and Employee Assistance programs
Complimentary membership with free access to the Fitness Centre, Gymnasium, and more
Salary Range Pay Grade 9; $57,937 to $62,941 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.
Position Details
Posting Category Administration
School/Service Area RO Admissions
Campus Location Burnaby campus
Bargaining Unit BCGEU Support Staff
Job Status Temporary
Full-Time/Part-Time Full-Time
Number of Vacancies
Anticipated Start Date 06/20/2022
Anticipated End Date 11/18/2022
Competition Information
Competition Number 22B73
Competition Open Date 05/21/2022
Competition Close Date 05/30/2022
Open Until Filled?
Quicklink for Posting https://careers.bcit.ca/postings/5763
Bilingual Lawful Access Analyst Imagine working for an exciting entrepreneurial company where employees are committed to meeting big challenges and...
Apply For This JobAbout Us: KEV Group is an enterprise SaaS company providing online payment and accounting software to simplify student activity...
Apply For This JobTutor – BC Certified Prep Academy Tutors is looking for In-person math tutors for 1-on-1 tutoring in students homes and...
Apply For This JobNICOLA-CANFORD ELEMENTARY 1.0 FTE Continuing full-time Grade 4/5 teaching position, beginning September 1, 2024. Required Qualifications Training and experience working...
Apply For This JobWe are looking for a Territory Sales Manager in Windsor and we are offering a retention bonus of up to...
Apply For This JobNotre engagement à bâtir des collectivités durables est plus important que jamais et vous jouerez un rôle clé dans notre...
Apply For This Job