International Admissions Assistant

Position Information Posting Number 24AC0070 Position Title International Admissions Assistant Pclass # S9933 Who We Are We acknowledge that Vancouver Community College (VCC) is located on the traditional unceded territories of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) peoples who have been stewards of this land from time immemorial.

For over 55 years, VCC has been a leader in innovative, experiential post-secondary learning. We’re one of B.C’s top employers and we are proud to inspire students to discover their passions, gain essential skills, and learn what it takes to succeed in a competitive workforce.

At VCC, we respect and celebrate our differences, and are committed to the work of decolonization, accessibility, and inclusivity for all. Be a part of creating an inclusive community that provides equitable opportunities for Indigenous and diverse representation, participation, and success for everyone.

We value lived experience and encourage applications from members of all groups experiencing barriers to equity. Come join the VCC community as we shape the future together. Position Summary This position is responsible for supporting the international student admissions process. This includes receiving and performing the preliminary steps of processing international applications for admissions to the College and for performing functions such as routine data entry using the Student Information System (Banner), data verification of student information, and updating lists/forms. In addition, this position provides reception support as needed in providing information to new and continuing international students and other visitors including faculty, external partners and the general public. Duties & Responsibilities Processes initial entry of international applications into the Student Information System (Banner) for admission to various Vancouver Community College programs and courses. Collects and processes required educational and immigration documentation for admission to programs and ensures that items provided are valid, original and accurate. Maintains international student files, including scanning and uploading documents. Utilizes electronic Document Management tools to organize documents and routes documents to the appropriate areas for processing. Develops and maintains a basic knowledge of those portions of the College’s computer based Student Information System which support the admission and registration process. Enters, accesses, retrieves, and maintains student information using the Student Information System and ensures accuracy of student and program information. Enters and confirms student payment information and liaises with Student Accounts Office regarding international student payments as required. Enters refunds into the Student Information System based on the international student refund policy and supporting immigration documentation. Explains refund structures, required documentation, and ensures refund documentation provided is complete. Communicates with students regarding the status of their refund and liaises internally with the Finance department and Student Accounts office to follow up and ensure all refunds are processed as expected. Prepares routine correspondence, forms and other documentation related to admissions, such as, international student correspondence including enrolment letters and other letters for immigration purposes in compliance with Canadian immigration requirements and departmental expectations. Confirms student enrolment/breaks for Canadian immigration purposes. Prepares statistical reports related to international student enrolment management using the Student Information System and Excel and provides reports as requested related to international student data. Assists the International Admissions Officers with program registration, sends course schedules and pre-arrival information to international students. Liaises with applicants, agents, other institutions, and government agencies as necessary. Supports team members during peak periods or as needed to ensure that established deadlines, goals and objectives of the International Education Department are met. Greets visitors and responds to basic inquiries related to international students. Collects and confirms information, responding to student inquiries in a clear and professional manner using simple non-colloquial English. Provides basic information to prospective international students, international applicants, current international students, educational agents/representatives and other internal/external stakeholders on a wide range of services. Services include, but are not limited to, program availability, admission requirements, application status, fees and refund policies, use of student self-serve internet services, U-Pass information etc. Requests may be in person, by telephone, in writing or via email. Directs more complex or specialized queries to the appropriate resource or personnel. Performs other related duties as required. Qualifications Education and Experience Grade 12 plus additional specialized training of over one year in office administration and international student services and over one (1) year related experience or an equivalent combination of training and/or experience may be substituted for the required qualifications. Minimum of one (1) year related experience in an international setting. Skills and Abilities Strong interpersonal skills with the ability to work both independently and collaboratively as a member of a team. Ability to establish and maintain effective working relationships. Superior customer service skills and the ability to handle potentially difficult and delicate situations with tact and diplomacy. Ability to function calmly and pleasantly during periods of high stress. High degree of sensitivity to issues of privacy and confidentiality. Good organizational and time management skills with the ability to prioritize and manage several time-sensitive tasks at any given time. Works effectively in a stressful and demanding environment with frequent interruptions. Ability to analyze, problem solve and take initiative. Excellent written and verbal English communication skills including ability to communicate effectively with non-native English speakers with varying degrees of English proficiency. Computer experience with intermediate level knowledge of the MS Office suite of software. Experience with database and Student Information Systems (Banner preferred). Demonstrated proficiency and accuracy in alpha numeric data entry. Ability to achieve accurate keyboarding speed of 40 wpm. High degree of accuracy and excellent attention to detail. Flexible and adaptable. Requires cultural awareness and sensitivity. Working knowledge of post-secondary admissions/registration policies and procedures and how they relate to international students. Fluency in additional language is an asset.

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