International Recruitment and Admissions Coordinator

The Role

Reporting to the Supervisor, International Recruitment & Admissions and Managers, International Marketing & Recruitment, the International Recruitment and Admissions Coordinator is responsible for the recruitment and admission of international students into programs offered at Douglas College. The Coordinator plans, maintains and executes marketing and student recruitment initiatives by developing and fostering relationships with internal and external partners, in addition to managing the admission process from enquiries through to enrolment.
The Coordinator provides exceptional client-centered service on a consistent basis to all stakeholder groups, which is critical to the College’s reputation for providing excellent student support and a high quality of academic offerings.
With minimal supervision, the Coordinator plans and executes high-profile in-person and virtual recruitment events attended by key stakeholders. The Coordinator works with internal and external groups to ensure events follow campus-wide policies and procedures and in order to meet the college goals for internationalization and enrolment targets. Responsibilities 1. Develops and maintains relationships, and conducts outreach to external stakeholders and key international strategic partners to promote Douglas College:
a. Develops and maintains vital connections and rapport with public and private organizations, strategic partners, secondary schools (both overseas and in Canada), universities, government agencies (e.g. Immigration, Refugees, Citizenship, Canada (IRCC); Trade Commissioners responsible for Education, etc.) and parent and community groups.
b. Maintains positive relationships within the university and college community (including, but not limited to: The Career Centre, Finance, Faculty, Enrolment Services, DSU) and other institutions, businesses and community agencies.
c. Responds (e.g. in person, by phone, email, instant messaging) to all prospective students and other stakeholders’ inquiries in a positive and knowledgeable manner in regard to college programs, courses, services, policy, and education for the purpose of maintaining high level of service excellence.
d. Prepares and delivers ongoing training (e.g. how to sell college programs and features; updated admission processes; IRCC policy updates, etc.) to international education agents, high school counselors and other external partners (both in Canada and internationally).
e. Designs and delivers high profile presentations with a strategic marketing approach for the purpose of promoting the college to prospective students and education agencies in international recruitment markets.
f. Presents relevant information (in English and second language) to small and large groups comprised of various populations on the benefits of post-secondary education, Douglas programs, admission requirements, student services, financial awards, student life, articulated partnerships, future expansion plans and proposed degree programs.
g. Prepares and executes frequent email/digital campaigns and virtual/in-person training sessions to external partners (including, but not limited to network of education agents, high school counselors, etc,) in order to improve partner knowledge of Douglas International programs/procedures and ensure a high level of customer service.
h. Provides strategic and analytical input regarding opportunities to improve or refine marketing strategies or strengthen relationships with external partners through combination of qualitative (e.g.. obtaining direct feedback from partners) and quantitative research (e.g.. researching industry trends, conducting partner surveys).
i. Liaises with the Director, International Marketing & Enrolment and Managers, International Marketing & Recruitment to identify new potential partnerships in diverse (developed or developing) overseas markets
j. Liaises with college departments (Career Centre, Library Services, Athletics, DSU, Facilities, etc.) and faculties for the purpose of gathering up to date information and coordinating college tours (for prospective students, education agents, etc.).

2. Plans, promotes and coordinates a variety of high-profile international recruitment events, programs and presentations:
a. Plans, manages and executes small and large-scale on- and off-campus recruitment events both internationally and within Canada (in-person or virtual) in order to build and maintain strategic recruitment channels.
b. Organizes and conducts school or community visits, career fairs, and trade shows, both internationally and within Canada.
c. Coordinates prospective student visitation events to Douglas College.
d. Communicates with cross-departmental staff (e.g. Douglas International Student Advising, Career Centre staff, Program Chairs, Coordinators, etc.) to secure their attendance at recruitment events (in-person or virtual) that aid in the promotion of programs to international students, partners and education agents.
e. Prepares and contributes to regular virtual recruitment webinars across a variety of time zones and languages for prospective international students, partners and education agents.
f. Researches, plans, and implements logistical requirements associated with events management including working with and hiring suppliers, external facility rentals, décor, supply vendors, and A/V, and catering contracts (both internationally and within Canada) while adhering to budgetary limitations.
g. Oversees event budget in coordination with Managers, International Marketing & Recruitment.
h. Ensures that all facility and event requirements adhere to College policies and relevant standard operating procedures, including risk-management protocols in event planning to protect the health and safety of all participants.
i. Contributes to the overall strategy and execution of all events by implementing industry-standard best practices and procedures that aim to strengthen stakeholder engagement.
j. Communicates with the Supervisor, International Recruitment & Admissions, and the Managers of International Marketing & Recruitment to determine BCGEU staffing needs and/or student/alumni volunteers at local or international recruitment and partnership events.
k. Researches, plans and executes recruitment travel planning to international venues, including flight ticket, internal transportation, hotel and venue bookings.
l. Prepares and initiates shipments of Douglas International Viewbook, brochures and other collateral/marketing materials to relevant organizations and education agents both locally and internationally for recruitment events.
m. Sets up displays, tables, and other promotional material/equipment; sets up and uses portable computer, projector, and other audio-visual equipment, as well as troubleshoots for on-site technical difficulties related to making multimedia presentations.
n. Conducts post-event follow-up tasks (e.g. email blast to prospective students, parents, etc; evaluation and survey in order to refine and improve delivery of future events).

3. Conducts admission functions for international applicants:
a. Responds to inquiries from international applicant and provides information on programs and services at Douglas College such as application procedures and admission requirements.
b. Informs international applicants of Immigration, Refugees, Citizenship Canada (IRCC) policies and regulations regarding studying in Canada.
c. Evaluates, assesses and processes international student applications determining admissibility for all programs based on student documentation and assessment results and applies BC Ministry of Advanced Education Guidelines Respecting International Students at BC Public Post-Secondary Institutions.
d. Initiates and maintains contact with international applicants about program admission requirements, deadlines, program content, application processes.
e. Advises applicants on program options and alternative courses of action (e.g. assessments, upgrading, etc,) when desired program not available or full; student immigration status not applicable; program doesn’t provide student with eligibility to the Post Graduate Work Permit (PGWP); etc.
f. Liaises with Program Coordinators/Chairs, department representatives and Enrolment Services with respect to admission of students into limited enrolment programs, providing expertise related to compliance with Ministry of Education legislation, international education systems/curricula, and College policy.
g. Compiles, updates, and maintains accuracy and integrity of international student data in Banner and maintains quality control of admissions processes.
h. Determines admissions eligibility of previously admitted students to change their programs, and process Program Change forms.
i. Admits students into open programs and ELLA based on enrolment targets/limits.
j. Evaluates domestic and foreign transcripts for authenticity, to determine equivalency to BC high school standards; updates student records for purposes of admission and course prerequisites.
k. Researches, develops and maintains a comprehensive collection of current and accurate information related to foreign credential and educational system analysis.
l. Researches and remains abreast of College programs, structure, policies and procedures; education systems/curricula in foreign countries, and their equivalency to College standards for admission purposes.
m. Provides information on programs available, application procedures, admission requirements, upgrading options, assessments, registration procedures, tuition fees, withdrawal/petition processes and refund policies.
n. Authorizes, as appropriate, deadline extensions for completion of admission requirements, payment of deposits, etc., considering program quotas, registration eligibility, course availability, study permit/visa processing times etc.
o. Registers new, first semester international students during priority registration period for all three semester intakes.
p. Ensures the student admission and registration experience is successful by maintaining contact with prospective student throughout admissions process.
q. Authorizes and issues Letters of Offer (within 5 business days of application) and Letters of Acceptance and other legal/official documentation in line with IRCC and College policies.
r. Performs follow up on study permit status, ensuring study permit tracking data is up to date; provides students with options in case of IRCC processing delays.

4. Provides support to Douglas International and other departments within the College:
a. Liaises with, and provides industry-relevant information and assistance to Enrolment Services, the Future Students’ Office and other college stakeholders regarding education systems/curricula of foreign countries, student immigrations status, and other related issues as required.
b. Identifies and refers to the appropriate department, barriers to international admissions and provides recommendations on how to eliminate those barriers.
c. Identifies potential equivalencies to existing admission requirements (e.g. language proficiencies) to put forth for consideration.
d. Communicates across College (e.g. Career Centre, DSU, Athletics, etc,), and Faculties to explain policies and best practices specific to international education including challenges related to admission requirements, admissions processes, IRCC policies (e.g. study permit processing times; policy changes), and presenting solutions.

5. Provides administrative duties as assigned by the Supervisor, International Recruitment & Admissions and the Managers, International Marketing & Recruitment:
a. Maintains and utilizes a contact database on international students and education agents through the ISP (International Students Program Database), a customized Microsoft Access program specifically designed for the international education sector and Douglas Microsoft CRM.
b. Produces reports from Banner and FAST Reporting; maintains and compiles application and admissions statistics; creates Excel, Word and/or PDF documents as required; makes strategic marketing decisions based on statistical results (e.g refined/updated recruitment campaign to meet enrolment targets).
c. Assists with the assessment and collection of tuition fee deposits to ensure timely release of immigration- specific documents (e.g. Letters of Acceptance).
d. Provides information in response to in-person, telephone and email enquiries from staff, students and administrators regarding specific individual student applications and records.
e. Ensures confidential/personal information and documents such as passports, visas, study permits, transcripts, notarized translation of certificates, diplomas, etc. follow College Records Management Policy and BC Freedom of Information, Privacy and Protection Act (FIPPA).

6. Supervisory responsibilities:
a. Identifies, interviews and hires Student Assistant positions under the direction of the Supervisor, International Marketing & Recruitment and/or Managers of International Marketing & Recruitment.
b. Designs and implements appropriate training resources for Student Assistants/Volunteers.
c. Acts as a professional mentor to Student Assistants.
d. Coordinates the scheduling and daily operations of Student Assistant work including monitoring absences and providing time sheet approval.
e. Supervises work performance of Student Assistants and conducts periodic performance evaluations, as well as exit interviews.
f. Provides onsite direction and supervision of Student Assistants for College events that involve recruitment and marketing activities.

7. Other duties, continuous improvement and networking:
a. Performs other related duties similar in scope and complexity as required.
b. Contributes to teambuilding initiatives, supporting a positive workplace culture within department.
c. Works flexible hours, evening and weekends when required.
d. Undertakes international and domestic travel for the purpose of international student recruitment and business development for periods of up to two weeks (up to 12 time zones away) as required.
e. Orients, trains and/or guides auxiliary/new Admissions staff, and program/department representatives.
f. Translates and/or edits marketing materials into second language.
g. Engages in ongoing training provided by Douglas College on service area, technologies, and policies.
h. Stays current on immigration policy and news impacting prospective international students.
i. Participates in ceremony presentations if required.
j. Attends international marketing-related conferences both virtually and in-person (within Canada and overseas) for the purpose of expanding industry network and knowledge. To Be Successful in this Role You Will Need A minimum of a bachelor’s degree in a related field from a recognized post-secondary educational institution plus two years’ related work experience in post-secondary admissions, marketing and recruitment as it relates to international education. An equivalent combination of education, training and experience may be considered. Demonstrated experience developing and managing relationships with external organizations (including pathway administrators, high school counselors, education consultants/agents, study abroad departments at overseas institutions, etc.) and a variety of stakeholders across the College community including faculty, department coordinators/chairs, administration, and staff. Demonstrated ability to develop and implement effective marketing and recruitment strategies and events for a wide variety of stakeholders including private institutions, high schools, and international education agents. In-depth understanding of the field of international student marketing and recruitment including key competitors, developments in the field, current tactics, and market research and indicators. Experience planning, coordinating and organizing large-scale recruitment events. Current knowledge of Immigration, Refugees, Citizenship, Canada (IRCC) regulations as they pertain to international student admission and registration (e.g. study permit and visa processing, issuing Letters of Acceptance for international students) Excellent interpersonal and cross-cultural communication skills including an excellent working knowledge of the English language (written and verbal). Working knowledge of Arabic language (written and verbal) required. A solid working knowledge of the B.C. and Canada post-secondary education systems, including admission requirements and programs, graduation requirements, partnerships, and articulated agreements with a clear emphasis on Douglas College. A working knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Access). Familiarity working with Banner, ISP, Microsoft Office on Mac platforms, and with the Microsoft Dynamics CRM system (or similar system) would be an asset. Experience with, and knowledge of contemporary web-based communication applications. Demonstrated ability to effectively and tactfully communicate both verbally and in writing with the public, students, partners and College stakeholders. Demonstrated ability to develop, establish and maintain good working relationships with colleagues and work as part of a team. Demonstrated ability to work independently, with minimal direct supervision. Experience providing supervision and feedback to direct or in-direct reports, volunteers, and knowledge of supervisory practices and mentoring Demonstrated ability to train others, as well as design and deliver training materials for external partners. Experience presenting to small and large groups in informal and formal settings. Demonstrated ability to be flexible in adapting speaking and presentation style to people of various backgrounds and cultures (including prospective students, parents, education consultants/agents, governmental organizations, and institutional partners) Demonstrated ability to critically analyze, reason and problem solve. Ability to handle complex partner or student complaints or concerns in a knowledgeable, tactful and confidential manner. Well-developed planning, co-coordinating and organizational skills. Knowledge of career opportunities, training and/or job requirements for a wide range of academic, vocational and technical careers. Advanced knowledge of international admissions processes including:The ability to research and assess BC and Canadian educational equivalenciesEvaluation of foreign transcripts and transfer creditsUnderstanding of entrance scholarships available to international students A valid B.C. Driver’s license and regular access to the use of a reliable motor vehicle is preferred. Ability to physically lift and carry various related promotional materials/equipment that weigh between 20-30 kilograms. Ability and willingness to travel internationally and domestically for periods of up to two (2) weeks at a time up to 20% of the year.

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