The purpose of this positon is to assist the Coordinator of Foreign and Non-Resident Admissions with admission and registration of students within established guidelines and provide general customer/reception services to student and families to perform effective administrative services in support of the day-to-day operation of the Admissions Office.
This position is accountable for providing effective and accurate support services to ensure the efficient workflow and operation of the Admission Office as well as providing accurate information regarding procedures, practices and policies.
The encumbent require specific skills necessary to perform a variety of functions that are unique to this position, including:
- communication and interacting with students and families from a wide variety of cultural and linguistic backgrounds,
- strong interpersonal skills,
- familiarity with the city of Calgary,
- knowledge in locating addresses, and
- knowledge of Student Information Systems (SIS)
- Communicates information, internally and externally to the organization, by answering inquiries, in person and by telephone or email, related to new immigrant or refugee families, foreign students, non-resident students and parents on time-specific authorizations. Provides general information regarding Admissions at the Calgary Board of Education (CBE), basic school policies and procedures. Relays messages or refers callers to the appropriate personnel. Serves as a liaison between schools, students, parents, CBE Service Units, Canada Immigration, Settlement agencies, Calgary Health Region, etc. as required.
- Assists the Coordinator of Foreign and Non-Resident Admissions with the admission of new and foreign students. Schedules appointments for registrations and assessments. Reviews admission documents, within established guidelines and procedures, to establish eligibility for admission, possible placements based on program availability, location, etc. for the Coordinator of Foreign and Non-Resident Admissions. Prepares correspondence to Canada Immigration to confirm student’s status in Canada. Verifies residency status and collects required information for the collection of fees. Produces reports as required.
- Registers students in SIRS ensuring student information is accurate and completed in a timely manner.
- Receives visitors, processes students for registration and provides the family with an introduction to the assessment personnel and procedures as required. Assigns students to designated schools according the established guidelines and procedures. Ensure school designation information is kept current at all times.
- Provides students/families with referrals to appropriate resources within the CBE based on student need.
- Maintains a database on all students on time-specific authorizations. Distributes monthly mail-outs to students and schools regarding expiry of authorizations and proceeds with appropriate follow-up action as required.
- Effectively maintains the filing system for the Admission Office. Ensures information that is collected are organized, scanned, photocopied and filed according to established procedures. Process and prepares electronic documents including distribution to schools and CBE personnel, etc.
- Supports the operation of the Admissions Office by processing mail and faxes, keying correspondence, reports, memoranda, forms, etc. and by ensuring the family waiting area is adequately supplied and organized. Keeps the display board current with relevant information for parents and students.
- Assists the Coordinator of Foreign and Non-Resident Admissions with the ESL grant claim process and the ESL enrolment projection process.
- Oversees the operation of the Admissions Office in the absence of the Coordinator of Foreign and Non-Resident Admissions as assigned or required.
- Performs other related responsibilities as assigned to meet department service delivery goals and objectives.
Education and Experience
- High School Completion
- The completion of a recognized post-secondary Administrative Information Management Diploma or its equivalent with one year of progressively more responsible related experience in an office environment will also be considered.
- Minimum two years progressively more responsible related experience in an office environment.
- An equivalent combination of directly related education and directy related experience may be considered.
Demonstrated Skills and Competencies
- Ability to communicate effectively with clients of diverse cultural and linguistic background.
- Strong customer service orientation
- Knowledge of SIS
- Proficiency in spoken and written English
- Cultural sensitivity skills/aptitude
- Excellent time management, multitasking and organizational skills
- Strong verbal, listening, and communication sills
- Ability to deal with sensitive and discretionary matters and maintain strict confidentiality
- Use of appropriate judgement in a framework of established methods, protocol and procedures
- Knowledge of basic office/records management
- Proficiency in office computer applications such as word processing, spreadsheet, publishing and presentation applications, electronic mail/calendar applications and other information management tools
- Strong data entry skills and accurate keyboarding of 55 w.p.m.
- Good conflict management skills
- Ability and success in building productive relationships with co-workers, staff and other internal and external stakeholders
- Professionalism, tact, courtesy and diplomacy skills
- Good innovation and creativity skills to recommend and implement changes in procedure to improve production and proficiency of work, workload and workflow
- Trustworthiness, integrity, dependability and reliability
- Personal suitability
In order to ensure and maintain a safe and secure working and learning environment, applicants new to the Calgary Board of Education WHO ARE OFFERED EMPLOYMENT must complete and pass a police security clearance before employment is confirmed.