Overview
Admissions Assistant Jobs in Burnaby, Canada at British Columbia Institute of Technology
Position Summary
BCIT’s Registrar’s Office is seeking a temporary, full‑time (1.0 FTE) Admissions Assistant. 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.
Responsibilities General support
- Provides training to other staff on safe and productive use of the document imaging system.
- Provides relief coverage to Admissions Assistants and APDP during vacation, lunch and 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.
- Identifies application problems and resolves issues (e.g., applied to the wrong program/level).
- 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
- Screens all incoming calls, emails and in‑person inquiries to determine which inquiries can be answered with general information and which ones require an Officer.
- Provides information to the customer, including application status, details of outstanding/received documentation, program change/transfer processes and Final date to receive applications dates.
- Provides basic information and referrals to other departments when responding to questions regarding Financial Aid, Student Records, Admissions, etc.
- Accepts and reviews applications to ensure correctness, supporting documentation and transcripts have been attached, and payment of the application fee is processed.
- Collects cheques, processes online payments.
- Performs payment close‑out procedures on Banner.
Database Records Entry
- Enters application information on student information system (Banner) and ensure accuracy of data.
- Downloads web applications daily onto the student information system.
- Ensures all applications are inputted accurately and processed in a timely manner.
- Keeps abreast of specific programs whose acceptance of applications is only for a certain timeframe and specific programs which require all prerequisites and documentation to be submitted by a specific date.
- 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 needed supplies, and sorts and organizes master files. Scans and converts hard‑copy originals into 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.
each submitted document and writes top of each document. Date stamps documents.
- Monitors and inspects all images to ensure quality is optimized; straightens and cleans 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 documents according to document type.
- Submits scanned paper originals to the Admissions Officer for processing and/or sends an email to the Admissions Officer for follow‑up.
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…
Title: Admissions Assistant
Company: British Columbia Institute of Technology
Location: Burnaby, Canada
Category: