Upper Canada College Looking for Admission Assistant at Toronto, Ontario, Canada Full Time

Employment Terms: F/T, Permanent

Start Date: December 2023

With a commitment to equity and fairness, students learn that what makes us different as individuals makes us stronger as a community. A rigorous academic program is supported by accomplished faculty, exceptional co-curricular programming, and state-of-the-art facilities. The UCC experience is underpinned by five core values: learning, pluralism, service, community, and wellbeing. Among its strategic goals is UCC’s ambition to become more diverse and inclusive. This is supported by a recog­nition that no learning community is whole without the inclusion and amplification of multiple voices; UCC is committed to fostering belonging, striving for jus­­tice and peace among all people, and addressing systemic and structural forms of oppression.

Position Overview

The Admission Assistant role is key in that it is, for many families applying to the College, their first point of contact, and in many cases their ongoing point of contact, throughout the admission process. The Admission Assistant oversees the front office management and tasks for the Admissions Team.

Duties And Responsibilities

Welcoming and Responsive:

Serve as a welcoming face of the College / Admission Office;

Respond to the needs of prospective families in a professional manner;

Respond to walk-in, email and phone inquiries in a timely manner; at times may be required to conduct campus tours;

Maintain the general office phone line and admission email;

General administrative office duties and support for the entire Admission Office, as needed;

Support the VP, Enrollment Management with expenses, calendaring, travel bookings, data entry and other duties as requested.

Provide Assistance In Processing Of Applications

Assist with the processing of applications and maintenance of updated candidate files and data records;

Data entry, age verification, and document verification are key responsibilities as needed through the Blackbaud admission module;

Assist, as required, with the assessment of applicants to the Prep School. This may include formal observation during testing and character assessment periods, report card evaluations;

Coordinate scheduling of candidate and family interviews with a particular emphasis on Prep School (SK-Year 7) admission;

Coordinate scheduling of candidate and family testing with a particular emphasis on Prep School (SK-Year 7) admission;

Play key role in the logistics, planning and organization of entrance testing for prep applicants; may be required to provide support for Year 7 and Upper School testing;

Plays a key role in the organization and structure of the SK assessment process.

Campus Tour Program (Prep)

Support the Assistant Director, Prep when hired, in the process of weekly Prep School tours

Collaborate with Admission staff to ensure appropriate technology is used for tour booking. (Eg. Bookeo or Blackbaud suite of tools);

Special Events

Collaborate with other Admission Office staff members on project or special event logistics, such as Open House or New to Blue events;

Supports extended hours and weekend work.

Onboarding Of Newly Admitted Students

Collaborate with the Prep School faculty and staff, as needed, for the effective onboarding and transfer of boys from admitted status to enrolled at the College. This will include working with/co-ordinating Senior Admission Counsellors, Department Heads, the Centre for Learning, organization of summer reading programs, and the transition of OSR’s to the College.

Marketing

Proofread and stock all marketing materials and liaise with the MARCOM team;

Review and maintain admission portions of the website, collaborating with the Admission Team for needed support;

Supporting the Assistant Directors of Admissions, anticipate all offer day material needs and printing of offers. This includes offer packages and delivery coordination.

Other Duties

Support and back-up for other Administrative / Executive Assistants, Administrators and Front of House employees at Preparatory and Upper School as required;

Cross-train other administrators across the college to enable them to support during work peaks, vacations and any other absences;

Be a mentor for an IB continuum project (Personal Project, PYP Exhibition or Extended Essay).

Knowledge, Competencies And Experience

University degree, post secondary or relevant work experience;

Minimum two years relevant work experience, preferably in an education or administrative setting;

Strong understanding of, and commitment to, boys’ education;

Very strong proficiency with technology, including Mac and Google Workspace and database;

Familiarity with education/independent schools is an asset;

Knowledge of Blackbaud products is a strong asset;

Strong customer service focus, with a knowledge of best practices;

Clear understanding of the mission, vision, values of the College, and an ability to convey those to prospective families;

Ability to prioritize tasks, be diligent and multi-task;

Ability to anticipate work and prepare in advance for events and peak activity periods;

Ability to work in an environment with frequent interruptions, a variety of tasks and needs;

Ability to represent Upper Canada College in a professional and positive manner to all constituents;

Ability to engage students, staff and faculty in the Prep School to support the activities of the Admission Office;

Ability to work effectively with the PPO to maximize their support and impact on admission events.

If you have the majority of the qualifications we’re looking for, we encourage you to express your interest by submitting your application.

What We Offer

Opportunities for professional development to support life-long learning of skills and knowledge;

Floating holidays that recognizes our employees diverse religious and cultural practices; offers three paid floating holidays per year instead of three statutory public holidays of their choosing.

Excellent mental health, medical and dental benefit plans (including Health Care and Lifestyle Spending Accounts, Employee Assistance programme and onsite wellbeing programming;

Paid volunteer time off to become involved in you’re communities, lending voluntary support to programs

Ongoing community events and employee social events throughout the academic year;

Fabulous collaborative team members and colleagues;

Generous pension / retirement plan and paid time off plans: vacation / holidays, personal emergency leave, personal leave, parental leave top-up and flexible self-funded leaves;

Free on campus parking;

Opportunity for casual dress days.

UCC is an Equal Opportunity Employer and values diversity, encouraging applications from all qualified individuals and welcoming applications from women, visible minorities, Aboriginal peoples, persons with disabilities, and LGBTQ persons. UCC embraces pluralism – celebrating differences, cherishing similarities, and giving voice to multiple perspectives. If you are contacted regarding a UCC opportunity, please advise if you require any accommodations.

Please apply online by creating a “Support” profile account by November 10, 2023. We thank all candidates in advance; however, we will contact only those selected for an interview.

To learn more about us please visit our site at www.ucc.on.ca