Admissions Assistant

2 months ago

Calgary, Canada Calgary Board of Education Full time

**Mission**:
**Competition Info**:
Calendar: 12 Month Calendar

**Salary**: Grade D, $23.62 - $30.96 per hour

FTE: 1.0, 35 hours per week

**Please note - **There are 5 open vacancies that need to be filled**

**Additional Information**:
The CBE is registering an average of 650 new to Canada students each month. The Welcome Centre requires Admissions Assistants with excellent people skills to receive new to Canada families, schedule and process registration appointments, check documentation, register students in SIS, and assign student to designated schools.

**Position Description**:
**purpose**

The purpose of this position is to assist the Coordinator of Foreign and Non-Resident Admissions with admission and registration of students within established guidelines and provide general customer/reception services to student and families to perform effective administrative services in support of the day-to-day operation of the Admissions Office.

**accountability**

This position is accountable for providing effective and accurate support services to ensure the efficient workflow and operation of the Admission Office as well as providing accurate information regarding procedures, practices and policies.

The incumbent requires specific skills necessary to perform a variety of functions that are unique to this position, including:

- communication and interacting with students and families from a wide variety of cultural and linguistic backgrounds,
- strong interpersonal skills,
- familiarity with the city of Calgary,
- knowledge in locating addresses, and
- knowledge of Student Information Systems (SIS).

**major responsibilities**
- Assists the Coordinator of Foreign and Non-Resident Admissions with the admission of new and foreign students. Schedules appointments for registrations and assessments. Reviews admission documents, within established guidelines and procedures, to establish eligibility for admission, possible placements based on program availability, location, etc. for the Coordinator of Foreign and Non-Resident Admissions. Prepares correspondence to Canada Immigration to confirm student’s status in Canada. Verifies residency status and collects required information for the collection of fees. Produces reports as required.
- Registers students in SIRS ensuring student information is accurate and completed in a timely manner.
- Receives visitors, processes students for registration and provides the family with an introduction to the assessment personnel and procedures as required. Assigns students to designated schools according the established guidelines and procedures. Ensure school designation information is kept current at all times.
- Provides students/families with referrals to appropriate resources within the CBE based on student need.
- Maintains a database on all students on time-specific authorizations. Distributes monthly mail-outs to students and schools regarding expiry of authorizations and proceeds with appropriate follow-up action as required.
- Effectively maintains the filing system for the Admission Office. Ensures information that is collected are organized, scanned, photocopied and filed according to established procedures. Process and prepares electronic documents including distribution to schools and CBE personnel, etc.
- Supports the operation of the Admissions Office by processing mail and faxes, keying correspondence, reports, memoranda, forms, etc. and by ensuring the family waiting area is adequately supplied and organized. Keeps the display board current with relevant information for parents and students.
- Assists the Coordinator of Foreign and Non-Resident Admissions with the ESL grant claim process and the ESL enrolment projection process.
- Oversees the operation of the Admissions Office in the absence of the Coordinator of Foreign and Non-Resident Admissions as assigned or required.
- Performs other related responsibilities as assigned to meet department service delivery goals and objectives.

**qualifications**

**Education and Experience**
- High school completion.
- The completion of a recognized post-secondary Administrative Information Management Diploma or its equivalent with one year of progressively more responsible related experience in an office environment will also be considered.
- Minimum two years progressively more responsible related experience in an office environment.
- An equivalent combination of directly related education and directly related experience may be considered.

**Demonstrated Skills and Competencies**
- Ability to communicate effectively with clients of diverse cultural and linguistic background.
- Strong customer service orientation
- Knowledge of SIS
- Proficiency in spoken and written English
- Cultural sensitivity skills/aptitude
- Excellent time management, multitasking and organizational skills
- Strong verbal, listening, and communication skills
- Ability to deal with sensitive and discretionary matters and maintain strict

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