Enrolment Services Officer, ELI

2 weeks ago

Winnipeg, Canada Manitoba Institute of Trades & Technology Full time

MITT is a post-secondary institute offering industry-driven, student-focused education in the areas of applied business, design and manufacturing technology, health care, human services, information communication technology, and skilled trades. We provide affordable, timely, skills-based education for learners seeking career entry as well as those looking to acquire relevant, in-demand competencies at any point in life.

Enrolment Services Officer

Start Date: As Soon As Possible

Salary Range: $52,195.66 to $70,617.66

Location: 7 Fultz Campus

Monday to Friday, 8:30 am to 4:30 pm (35 hours/week)

The Enrolment Services Officer – English Language Institute (ESO-ELI) is responsible for evaluating and processing applications for English Language Institute (ELI) programs, and for the maintenance of official ELI student records. In addition, this position supports the onboarding, orientation, and administrative needs of ELI students. The incumbent is responsible for overseeing and maintaining a high standard of applicant selection and student service, by adhering to established admission requirements for ELI programs, and ensuring accuracy in registration, student record maintenance and program completion activities and processes. The ESO-ELI plays a key role in ensuring that critical deadlines are met, and maintains up-to-date knowledge of admission and enrolment policies and processes to ensure accuracy and transparency of the admission and enrolment process.

Responsibilities include but are not limited to:

Performs a full cycle of tasks for ELI students, including but not limited to: attending recruitment and orientation events, assessing, admitting and registering eligible students, pre-arrival communications, payment and refund processing and support, confirmation of enrolment and other official documentation, responding to inquiries from students and/or representatives, marks entry and student record notations, creation of final grade reports, coordination and creation of completion packages for students and other duties as assigned. 

Admissions

Makes independent admission decisions to admit or refuse applicants to MITT’s English Language Institute based on established prerequisites, college guidelines, and enrolment numbers. Accountable for decisions which commit the college to a binding agreement of admission.Reviews, analyzes and evaluate student applications for admission to ELI programs to ensure requirements and pre-requisites for admission have been met.Oversee and maintain consistent and equitable assessment and decision making by applying relevant policies, practices, and procedures to ensure a fair and equitable admission process for all ELI applicants. Authenticates official documents according to established Admission procedures. Reviews and evaluates documents and information to ensure validity, originality, authenticity, and accuracy prior to program start date.Recommends alternative academic pathways and options to applicants who do not meet ELI program admission requirements.Processes admissions-related requests, such as deferrals and withdrawals.Maintains and enters student data and information in the admissions, student information and other required systems, ensuring accuracy and integrity of data.Utilizes and modifies existing database queries to determine if applicant files are complete and ready for review; update application statuses and decisions as needed.Provides a professional level standard of communication throughout the selection process regarding requirements, application status, next step and admission decisions. Liaise and provide clear communication with internal clients at MITT, departments, faculty, staff and students as well as liaise and communicate with external contacts and representatives from other post-secondary institutions, funding and sponsoring agencies, external organizations, recruitment agents, and the general public.Works closely with other department collaborators to process ELI tuition and fee payments and refunds, health insurance enrolment and to coordinate student supports as applicable.As needed, administers program wait lists and monitors seat capacity quotas according to established criteria.

Onboarding and Orientation

Using system reports and data, creates contact groups and distribution lists for onboarding and other communications.Responsible for the accurate and timely dissemination of onboarding, orientation and other information, including important dates and deadlines, welcome packages, program-specific information, student notifications, and institution-wide communications (e.g., campus closures).Supports orientation activities as required.

Registration and Student Record Maintenance

Builds and maintains ELI program information in the student information systemCreates, updates and maintains student records.Reviews data verification reports and corrects errors in the student information system as needed.Produces confirmations of enrolment, progress reports, completion packages and other official documents and letters for students. Responds in a timely manner to student records and registration related inquires received by email, phone or in-person, and ensures courteous and accurate information/direction is provided on a variety of issues. Responds to third party requests for confirmation of enrolment, and confirmation of completion, ensuring that proper processes are followed regarding privacy of student data. Responds to staff inquiries and/or requests for assistance with official student record details and student records and registration related processes and procedures. Assists in the maintenance and management of MITT’s physical student record documents and files.

General

Assists in the creation and maintenance of procedural documentation for all assigned work tasks. Identifies process and procedural challenges and contributes to finding departmental and inter-departmental efficiencies and improvements in admission and enrolment policies, regulations, practices and procedures.Ensures adherence to all college and departmental policies and processes as well as legal requirements regarding the privacy and confidentiality of student information and records.Maintains up-to-date knowledge of MITT’s programs, services, policies and procedures in order to provide outstanding service.Other duties as assigned.

Required Qualifications and Experience:

A combination of related education and experience may be considered.

Post Secondary degree, preferably in Business Administration or related fieldA minimum two years of recent related work experience providing advanced administrative support, preferably in a post-secondary Registrar's Office setting. Preference will be given to candidates with previous experience working in a student oriented office dealing with issues such as admission credential evaluation, academic advising or registration.Experience working in a problem solving or assessment capacity; experience making effective decisions.Demonstrated analytical skills to understand complex situations, predict outcomes, and determine best course of action.Experience providing high level customer service to a diverse clientele in an office, service or educational setting.Demonstrated ability to learn and apply institutional policies and procedures.Experience prioritizing tasks and managing pressure associated with a high-volume service environment.Knowledge of post-secondary operations, program offerings, and admissions policies and procedures.

Preferred Qualifications and Experience:

Knowledge of language training and post-secondary operations, program offerings, and admissions/enrolment policies and procedures. Knowledge of Canadian and International educational systems.Experience working with a student information system, admissions system or other enterprise systems.Experience with database systems (e.g., Microsoft Access). Experience with video communication software (e.g., Zoom, Microsoft Teams).

 Conditions of Employment:

Legally entitled to work in Canada.Successful completion of a Criminal Record check including vulnerable sector and Child Abuse Registry Check.

An eligibility list may be created for similar positions. Developmental opportunities may be available for candidates who do not meet all of the requirements of the position.

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