Admissions Assistant

6 months ago

Burnaby, Canada British Columbia Institute of Technology (BCIT) Full time

BCIT’s **Registrar’s Office** is seeking **two (2) regular, full-time (1.0 **FTE**) Admissions Assistants**. 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
- 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**:

- Provides basic information and referrals to other departments when responding to questions regarding Financial Aid, Student Records, Admissions, etc.
- Collects cheques, processes on-line payments
- Performs payment close-out procedures on Banner

**Database Records Entry**:

- 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.

**Other**:

- 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**:
**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.
- A

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