Admissions Officer

Douglas College - New Westminster, BC (30+ days ago)

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Work Arrangements

This temporary, full-time (35 hours per week) position is available for the period from January 27, 2020 to August 13, 2021.

Regular hours of work are 8:30 am to 4:30 pm, Monday to Friday. A modified work schedule may be available after the probationary period. Occasional travel between campuses will be required.

What Douglas Offers

DO what you love. Be good at it. That’s how Douglas College defines a great career. It’s a philosophy that resonates through our classrooms, our offices and our boardrooms. It inspires our students and drives us to make Douglas College one of BC’s Top Employers. We love what we do. And we’re looking for passionate, motivated people to join us in making one of Canada’s best colleges even better.

The Role

The Admissions Officer (AO) is responsible for evaluating, assessing and processing student applications and determining admissibility to all College programs. The AO provides information on admission requirements, admissions processes, and program content. The AO works collaboratively with Coordinators, Department Chairs and departmental staff to ensure a smooth admissions process and to facilitate achievement of Limited Enrollment program admission quotas. The AO compiles and analyzes application/admission statistics and historical trends and reports any changes or significant patterns to the Operations Supervisor. The AO is responsible for data integrity, quality control and maintenance of accurate and complete application/admission data, for carrying out time-sensitive processes and meeting deadlines. The AO recommends improvements to the admission process and provides exceptional client-centered service on a consistent basis to all stakeholder groups.

Key Success Outcomes
1. Applicants experience a seamless pathway into their program of choice during the application/admission process.
2. Applications are processed effectively and efficiently, meeting timelines and College enrolment goals.
3. Application records are complete, accurate and establish a solid basis for all other student records.
4. Applicants and potential students receive knowledgeable guidance and assistance that demonstrates excellent student-centred service.


1. Evaluates, assesses and processes student applications for admission to all programs according to established criteria.
a. Evaluates and assesses applications, determining admissibility for all programs based on student documentation and assessment results, including determination of graduation status, and applies BC Ministry of Advanced Education Guidelines Respecting International Students at BC Public Post-Secondary Institutions
b. Authorizes and sends offers of admission to qualified students in all college programs.
c. Initiates and maintains contact with applicants about program admission requirements, deadlines, program content, application processes; advises applicants on program status and alternative courses of action (program planning, assessments, upgrading, etc.)
d. Updates, and maintains accuracy and integrity of data in Banner and maintains quality control of admissions processes.
e. Liaises with Program Coordinators, department representatives and Douglas College International with respect to admission of students to Limited Enrollment programs, providing expertise related to compliance with Ministry of Education legislation, international education systems/curricula, and College policy.
f. Determines eligibility of applicants to change their programs, and processes change forms.
Manages the number of students admitted to limited enrollment programs: maintains accurate information on the number of offers extended and accepted, ensuring that School District articulation agreements are honoured, and authorizes offers to International students, ensuring those offers comply with the Ministry of Advanced
g. Education guidelines and program quotas.
Recommends application deadline extensions to Limited Enrollment Program Coordinators, providing rationale and statistics as appropriate; updates internal documents and notifies all stakeholders, including Student and Enrolment Services, Marketing and Communications and Douglas College International.

2. Evaluates transcripts.
a. 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.
b. Researches, develops and maintains a comprehensive collection of current and accurate information related to foreign credential and educational system analysis.
c. Communicates with external agencies or institutions to clarify course or document content to determine if course content/level meets Douglas’ admissions standards.
d. Researches and analyzes content of post-secondary courses which are not articulated, to determine if content fulfills language proficiency requirements.
e. Researches systems of education in other countries, and their equivalency to our system for admission purposes.

3. Responds to telephone, email and in-person enquiries from applicants, students and internal and external stakeholders (Coordinators, high school counselors, program representatives, MCO, etc.).
a. Provides information on programs available, application procedures, admission requirements, upgrading options, assessments, registration procedures, tuition fees, withdrawal processes and refund policies.
b. Refers applicants to other resources (Financial Aid, Douglas College International, Aboriginal Student Services, etc.) as appropriate.
c. Authorizes, as appropriate, written requests for refund of tuition deposits for Limited Enrollment programs based on applicant circumstances and the potential for filling the vacated seat.
d. Authorizes, as appropriate, deadline extensions for completion of admission requirements, payment of deposits, etc., considering program quotas, registration eligibility, course availability, etc.

4. Provides general support within the Admissions office.
a. Liaises within the Registrar’s Office, the Office of New Students, Aboriginal Student Services, and other stakeholder groups on matters related to College admission.
b. Anticipates and takes action to ensure the student’s admission and registration experience is successful.
c. Identifies, and refers to the appropriate office/person, barriers to admission and provides recommendations on how to eliminate those barriers; identifies potential equivalencies to existing admission requirements e.g. language proficiency requirements) and puts forward for consideration.
d. Communicates with departments, Coordinators, etc. to explain policies and best practices related to admissions including the guidelines pertaining to offering seats in limited enrollment programs to international students, identifying difficulties related to admission requirements, admission processes (preferential admission, first qualified first admitted, etc.), and presenting solutions.
e. Produces reports from Banner; maintains and compiles application and admission statistics; creates Excel and/or Word documents as necessary.
f. Revises forms, letters, etc., to reflect changes in admission requirements and processes.

5. Performs other related duties.
a. Orients, trains and/or guides auxiliary Admissions and Registrar’s Office staff, and program/department representatives.
b. Identifies Banner-related problems and brings to the attention of the Operations Supervisor or Senior Admissions Officer.
c. Conducts comprehensive Banner testing and validation.
d. Undertakes projects as appropriate (e.g., assembling statistics, reviewing and revising procedures and manuals, etc.)
e. Provides relief coverage for the Information Service Assistants.
f. Assists with graduation ceremonies, and with registration.

To Be Successful in this Role You Will Need

1. Completion of a credential at a recognized post-secondary institution with a minimum of three years of recent related work experience including the use of a computerized student information system and the evaluation of domestic and foreign transcripts, or an equivalent combination of education and experience.

2. Excellent command of the English language and the ability to write and/or revise correspondence, reports and written procedures, and to effectively communicate verbally.

3. Excellent organizational skills including the ability to work without direct supervision and to plan, establish priorities, balance competing priorities and meet deadlines.

4. Excellent customer service, interpersonal and communication (oral and written), the ability to act with cross-cultural sensitivity, and the ability to develop and maintain effective working relationships with applicants, students, co-workers.

5. Proficiency with standard office software and equipment required.

6. Good working knowledge of the secondary and post-secondary education system in British Columbia and Canada.

7. Good working knowledge of the College’s program offerings and admissions policies and of Ministry of Education policies/guidelines related to International student admission.

8. Good analytical skill including the ability to interpret statistics, and to identify problems, find solutions and resolve discrepancies.

9. Good research and problem solving skills.

10. Ability to work effectively with detail and maintain accurate student records.

11. Mature judgment and the ability to exercise initiative and discretion.

12. Ability to work independently and as a member of a team.