Admissions Officer

Pclass # SS223
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 primarily responsible for providing admission, registration, and records information and services to applicants, prospective students, current students, alumni, VCC staff, employers and others. The role is also responsible for making decisions relating to admission policies and procedures with guidelines and established admission criteria and information to applicants and others in the VCC Registrar’s Office. Communication around admission requirements, waitlists and admission decisions including unfavourable decisions is conducted in-person, by telephone, by mail or via email.
Duties & Responsibilities

• Organize, provide information and guidance to prospective, enrolled students and others on a wide range of services e.g. program availability; admission requirements; course pre-requisites, course equivalency and transferable credits; application status, fees and refund policy; seat availability, registration dates; course withdrawal and refunds; appeals; grades; policies and procedures; use of self-serve internet services; U-Pass information. Requests may be in-person, as well as by telephone, in writing or via email. Must be familiar with College and department policies and procedures.

• Process, evaluate and approve applications for admission to programs (e.g. screen for completeness of application and application requirements, evaluate and authenticate transcripts including out of province, foreign transcripts, calculating GPA’s and evaluating other required documents for admission) based on Program Content Guide admission requirements; create and maintain computerized application tracking record; communicate regularly with applicants; create Banner application record, enter which requirements have been met, follow up on unmet requirements, put forward names for the selection committees, write letter of acceptance or unfavourable decision, track whether required fees have been paid; adjusts U-Pass eligibility as required.

• Process requests for course based registrations: evaluate transcripts and report cards for pre-requisites; determine eligibility for course registration; process registrations using applicable course or block registration procedures; refer students appropriately; registers and drops students into BC Campus open learning courses.

• Processes drops and withdrawals from courses and programs using appropriate drop and withdrawal codes; makes adjustments to U-Pass based on drop/withdrawal dates.

• Maintains applicant wait-lists and works closely with departments in providing filling information for upcoming programs and classes; fill vacant seats sometimes within tight timeframes e.g. contact students from waitlists.

• Refers students to program areas for specific counselling or advice and the completion of skills assessments in order to meet program admission requirements or registration pre-requisites.

• Use the Banner Student Information system; utilizes BANNER Document Management tool to organize and evaluate documents; routes documents to the appropriate area for processing; updates VCC and Translink U-Pass eligibility forms; references Industry Training Authority (ITA) website.

• Produces transcripts and letters of attendance for students at the front counter as well as via phone, mail, fax and email.

• Makes recommendations for improvements to admissions and registration processes, BANNER functionality and other projects; builds business improvement proposals.

• Perform general correspondence using MS Word, and prepare and work with Excel spreadsheets.

• Perform other related duties as required.

Qualifications Education and Experience

• Completion of a 2-year post-secondary diploma and three years directly related experience at a post-secondary institution, preferably in the Registrar’s Office; an equivalent combination of training and/or experience may be substituted for the required qualifications.

Skills and Abilities

• Sound working knowledge of Student Information Systems (Banner preferred), Word and Excel.
• Excellent customer service and public communication skills.
• Demonstrated ability to:
  • make independent decisions and solve problems relating to day-to-day duties, referring difficult or unusual problems to a superior;
  • use sound judgement and work in a team environment;
  • act independently and switch tasks quickly and smoothly with a high level of accuracy;
  • process requests for admissions and explain policies and procedures;
  • communicate with non-native speakers of English using diplomacy and patience.
• Exhibit expertise in areas that include: student web services program admission requirements, evaluation of educational documents, course pre-requisites, co-requisites, report cards, GPA calculations and other required documents to determine application qualifications and approvals to programs and registrations into courses; withdrawals and refunds, web self-services; and familiarity with College policies/procedures, while providing some advising, guiding, and planning services to prospective and current students.
• Demonstrated proficiency and accuracy in alphanumeric data entry.
• Ability to achieve accurate keyboarding speed of 40 wpm.

Salary Range - Prorated based on FTE PAYGRADE 22 – $2,087.62 – $2,441.59 bi-weekly
Posting Detail Information Employment Group Support Staff (CUPE)
Type of Position Temporary
Employment Type Full Time
Department REGISTRARS OFFICE
Primary Location - This position may require you to work at all VCC locations. Broadway
Is this posting only for internal applicants? No
Desired Start Date - May be subject to change 06/17/2024
Position End Date - For Temporary Positions 11/30/2024
Vacation Blackout Dates Last week of August, first week of September.
Number of Hours per Week 35
Work Schedule - Hours may vary according to the needs of the Department Monday, Tuesday, Thursday, Friday 8:00 am to 4:15 pm
Wednesday 11:00 am to 7:15 pm or 8:00 am to 4:15 pm (late shifts on rotation)
Eligible for Fortnight Yes
Special Instructions to Applicant Vancouver Community College is committed to maintaining a work force that represents the diverse community we serve and we encourage all qualified applicants.
Posting Open Date 05/31/2024
Posting Close Date 06/13/2024
Is this a pooled posting? No