Systems Coordinator, Admissions

5 months ago

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

BCIT’s
- **Registrar’s Office** is seeking a
- **temporary, full-time (1.0**
**FTE**Duties & Responsibilities**

**DUTIES**
***
**AND**
***
**RESPONSIBILITIES***:
**Systems Support, Implementation, Enhancements and Maintenance**:

- Implements, maintains and supports content and controls for admission systems based on Academic and RO needs.
- Facilitates admissions intake maintenance.
- Authorizes and/or grants access to applicant systems and reports.
- Assesses requests for system changes to determine impact, risk, feasibility and priority
- Works in collaboration with RO Systems to provide functional support and direction on modifications and upgrades.
- Participates in the planning, design, implementation and ongoing coordination of Admissions and systems-related activities.
- Maintains currency with systems-related topics, recommends and tests system modifications.
- As lead Banner Module Specialist (BMS) within Admissions, develops test plans/cases, assigns duties and/or participates in testing activities, summarizes findings and liaises with RO Functional Analysts and ITS for any system upgrades and/or technical enhancements.
- Works closely with RO Functional Analysts during cyclical activities to ensure the communications and statistics are accurate.
- Creates ITS service requests for Admissions business needs; liaises between end-users and ITS.

**Admissions Business Process, Improvement & Project Leadership**:

- Provides leadership in leveraging systems and online functionality to meet prospective and existing student needs.
- Collaborates with Admissions Supervisor to review, documents and streamlines business processes for improving work flow, quality control, responding to changing priorities and improving service standards.
- In conjunction with the Admissions Supervisor, develops and maintains operational procedures for Admissions, maximizing efficiencies, optimizing customer service and ensuring data integrity.
- Participates as a member or as team leader of technical and design project teams for new systems or system upgrades, modifications and/or enhancements that impact applicants and/or admissions business processes.
- In consultation with RO Systems staff, develops detailed specifications for modifications or enhancements to the student information system.
- Works closely with RO Systems staff to provide functional support and direction on system design, functionality and data requirements.
- Consults with appropriate Institute personnel on feasibility and value of new technology related to admission operations.
- Queries requests for changes that may not follow policy or appear inconsistent with current procedures.

**Leadership**:

- In conjunction with Admissions Supervisor, develops training materials, delivers and/or oversees delivery of staff training in use of Student Information system.
- Represents department at cross departmental meetings as required.

**Reporting**:

- Maintains up-to-date program intake information, and regularly articulates the information amongst related departments.
- In conjunction with RO Systems staff, creates ad-hoc reports as required to support data quality, business process improvement and quality assurance.
- Develops manual data cleanup activities and provides guidance to Admissions staff for data cleanup.
- Corrects data quality issues and coordinates data cleanup amongst Admissions staff; runs reports to verify accuracy once data cleanup activities are complete.
- Acts as the data custodian for all Admissions-related information, ensuring accurate and complete data is maintained and in accordance with institutional polices.

**Operational and Other Duties**:

- In conjunction with the Admissions Supervisor, maintains ongoing communication with Admissions staff, other RO and Student Service departments and program areas in connection with Admissions-related issues.
- Ensures department website is accurate and, as needed, liaises with other departments to that effect.
- Participates in problem solving for institutional issues that impact customer service or Admissions operations and recommends adjustments to procedures and practices to accommodate changing needs
- Maintains current knowledge of all program/course offerings and their associated admissions-related cycles
- Maintains current knowledge of Institute Policies and ensures that Admissions procedures and registrarial guidelines are in compliance.
- Consults with the Associate Registrars to resolve issues requiring management oversight, higher-level problem solving and decision making that may have significant operational impact.
- Participates in Records Custodian training and remains current with record keeping practices, policies and procedures (both BCIT and FOIPOP).
- Undertakes related duties as assigned, consistent with the job grade for this position.

**Qualifications**

**QUALIFICATIONS***:
**Definition**:
The qualifications section for this position was developed using the

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