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Admissions Officer

3 months ago

Oshawa Ontario CK, Durham region, Canada Durham College Part time
About Durham College:

Durham College (DC) is a leading post-secondary institution that supports students to develop career-ready skills for the ever-changing job market. With a focus on experiential learning, led by expert faculty, through field placements, applied research, co-ops and other hands-on opportunities, DC grads are known for having the skills and knowledge they need to adapt to the ever-changing workforce.

A leader in innovative teaching and learning, Durham College offers a wide range of market-driven programs across multiple disciplines, including culinary management, farming and horticulture, business, IT, construction and trades, science and technology, health care, engineering, social and community services, media, art and design.

Our modern campuses in Oshawa and Whitby offer 145 programs – including six honours bachelor’s degrees and 11 apprenticeship programs – to more than 13,700 full-time post-secondary and 2,300 apprenticeship students. In addition, more than 14,600 students participate in professional and part-time learning. More than 110,500 alumni represent the college, both locally and around the world.

A forward-looking organization committed to collaboration, innovation and sustainability, Durham College is ranked annually as one of the GTA’s Top 100 employers and one of Canada’s Greenest Employers and has been recognized as a Top 50 Research College in Canada, 10 times.

DC has an estimated annual economic impact of more than $913 million on Durham Region and is proud to be an active and engaged member of the communities we serve by contributing resources and expertise to enhance social and economic well-being through partnerships, investments and collaboration.


POSITION INFORMATION:

Full-time Support Staff Position Opportunity (Temporary Employee Replacement (Appendix D, see page 109 of collective agreement), (August 2024 to September 2025)
Department: Admission Services
Hours: 35 hours per week (1) one hour lunch; Mon – Fri (8:30 am – 4:30 pm; occasional evenings and weekends)
Reporting To: Director, Admission Services
Campus Location: Oshawa

DUTIES AND RESPONSIBILITIES:

Reporting to the Director, Admission Services the Admissions Officer supports the achievement of the institution’s recruitment and enrolment plan as defined by Durham College’s SEM framework for the domestic student population. Data analysis and managing admission statistics related to applications, payment, and student enrolment as it relates to establishing and achieving conversion rates is a key aspect of the role.

The role of the Admissions Officer is to oversee and maintain a high standard of applicant selection by adhering to established admission requirements for a cluster of assigned programs. The incumbent is expected to be the subject matter expert for these programs and as such, complex or non-routine, issues are referred to the Admissions Officer. The incumbent is obliged to adjudicate applications and admission records in a consistent and equitable manner, including managing the ranking and selection process for competitive programs. The incumbent plays a key role in ensuring that conversion strategies are implemented and critical deadlines are met and maintains up-to-date knowledge of admission policies in order to ensure accuracy and transparency of the admission process. The Admissions Officer oversees program seats and requirements and advises applicants about the admission and selection process, admission decisions and alternate options, specific to the applicant need, when the applicant does not successfully gain admission to a program.

The incumbent must liaise with internal and external stakeholders and maintain expert knowledge of the programs and services of the college in order to provide outstanding service. The incumbent provides support to the recruitment team and frontline CSRs and plays a critical role at recruitment and conversion events by ensuring the dissemination of information and guidance to convert applicants to students.

Process Analysis and Record Management

The incumbent analyzes and coordinates the admission process for domestic applicants for assigned programs to ensure that applications are processed fairly and efficiently and enrolment targets are met. This includes:

  • Implement admission criteria and processes (grades used, cut-off scores, supplemental processes)
  • Adjudicates, within internally and externally determined deadlines, a high volume of applications in a fair and consistent manner, adhering to established policies as set out by the Ministry of Training, Colleges and Universities (MCTU), in accordance with admissions policy, guidance of Admissions Coordinator and the Director, Admission Services.
  • Monitors statistical reports to identify any anomalies that are causing delays in processes or in any way limiting the ability of the college to issue a sufficient number of offers to meet enrolment targets. Investigates admission anomalies in order to determine the root cause and prevent further risk to the College.
  • Reviews applications from applicants with special circumstances to determine eligibility for admission and communicating possible alternatives that might be more appropriate for the applicant.
  • Input applicant data into the SIS and adjudicate applicant files and issue decisions in a timely fashion. This includes conditions of admissions, review of conditions, administering wait lists and noncompliance lists, contacting students with application errors, interpreting and data entering transcripts including out-of-province and international credential assessments.
  • Develops and maintains complex spreadsheets for the purpose of predicting applicant conversion rates and tracking of admission status and waitlists.
  • Reviews and approves daily offer file for all intakes prior to release to applicants and upload to Ontario Colleges.
  • Responsible for creating applications manually in extraordinary circumstances, during start-up, for the purpose of issuing an alternate offer and for unique program offering (i.e. university transfer programs).
  • Maintains accurate program records on program and admission webpages and Ontario Colleges Partner Portal.
  • Identifies highly-competitive programs, conducts ranking and establishes cut-offs for offers, waitlists and refusals.
  • Responsible for various IT functions: updating suspended, closed, and waitlisted programs on EOL (OCAS) website and updating, editing, and revising web content on the college website.
  • Review and ensure accuracy of program requirements and check against program guide, website and Ontario Colleges to ensure all requirements are accurate. Initiate changes as required.
  • Applies expert knowledge and understanding of Admissions policy and Ministry Binding Policy to influence and maintain fair and equitable practices.
  • Maintains knowledge of program requirements by liaising with Deans, Program Coordinators, Administrative Coordinators, Student Liaisons, faculty and staff.
Communication and Client Support

The Admissions Officer is expected to be the subject expert on admissions for a cluster of programs. As such, complex or non-routine issues are referred to the Admissions Officer. The incumbent provides information and communicates with prospective students, applicants, guidance counsellors, parents, faculty and college administrators regarding a broad range of admissions related question/topics:

  • Provides admissions information to prospective students and applicants. This may involve advising on the best choice of program under a given circumstance or communicating with applicants who are upset because they did not gain admission to the program of their choice.
  • Provides admissions information to parents of applicants while upholding the FOI legislation.
  • Responds to and/or provides guidance to applicants and students about admissions concerns and questions regarding selection process, application status, admission and registration process, and collaborates and coordinates with others to ensure issue resolution.
  • Advocacy on behalf of an applicant if individual circumstances merit intervention because of procedural errors in the processing of the application or documents require further investigation and/or specialized review.
  • The incumbent ensures timely and efficient processing of applications by communicating effectively with applicants; by advising applicants of alternatives if space is not available in the applicant’s first choice of program or the applicant is not qualified for their first choice of program.
  • Reviews and provides recommendations to College publications, printed and electronic material and correspondence to ensure accuracy.
  • Creates and prepares correspondence to communicate with applicants regarding the admission process or secondary non-academic requirements using the College’s CRM and other communications tools.
  • Responds to correspondence such as emails and telephone calls in a timely and professional manner, must interact clearly and concisely with a variety of college staff and a wide variety of stakeholder groups.
  • Assists and provides support to other departments within the Office of the Registrar during peak times, assist in the development of strategic plans and performance standards for the Admissions and the Office of the Registrar.
  • Participates in recruitment events such as the OCIF and open house events, engaging with prospective students and their influencers’ parents/family members.
  • Represents the college or region/province on various committees/functions to establish working relationships (i.e. Ontario School Counselors Association, College Registration, and Admissions & Liaison Officers).
Document Evaluation

The incumbent evaluates documentation needed for admission purposes. This includes:

  • High school transcripts and equivalencies (e.g. GED)
  • Post-secondary transcripts
  • International documents and credential assessments reports
  • Out of province documents
  • Mature student test results
Banner and BOCAS Systems

The incumbent plays an active role in annual system set-up related to the new admissions cycle and regular system releases. Duties may include:

  • User acceptance testing and validates existing processes in each new academic cycle and new processes when system enhancements are released.
  • Ensures eligibility is accurate and that admission requirements are updated as needed/or on a cyclic basis.
  • Identifies potential opportunities for improvement of business processes. If these require changes to the systems, the incumbent may support the process of defining business requirements and testing changes or enhancements.
  • Acts as a front-line functional resource for investigating and trouble-shooting applicant records, the incumbent may liaise with OCAS or the Office of the Registrar Systems team when errors occur, and escalates issues to the Admissions Coordinator, Admission Services Director and/or Systems team for further investigation.
QUALIFICATIONS:
  • A minimum of a three-year advanced diploma/degree in Business, Business Administration, or related field.
  • Minimum of three years’ experience in an educational institution, specific experience with admissions is an asset.
  • Broad knowledge of College academic programs, structure, and admissions.
  • Demonstrated ability to handle projects with short deadlines that require precise calculations and analysis.
  • Strong computer skills - specific experience with common software packages/applications (Microsoft Word, Excel, listservs, Access, PowerPoint), and the ability to keep up with and adapt to changing technology.
  • Knowledge of the Banner software program or other student information system an asset.
  • Tact, integrity, diplomacy and ability to maintain confidentiality.
  • Well-developed problem solving, decision making and leadership skills.
  • Must be self-directed, motivated with strong organizational & time management skills.
  • The ability to work well both independently and as part of a team.
  • Practical work experience working in a customer service environment with a variety of clients from varying social, academic, economic and cultural backgrounds.

Payband: Band H; Starting Rate: $35.06; Four Year Rate: $40.71

Please apply below by submitting your cover letter and resume to the online portal. Job Competition closes on August 1, 2024. Competition number SS24-82.

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