Admissions Officer

Vancouver Island University; Nanaimo; On-site; CAD 52,000 - 76,000; Full time

Benefits offered by this job

Benefits package

Paid holidays

Pension plan

Flexible work options

Job summary

Vancouver Island University’s Office of the Registrar seeks an Admissions Officer to serve as the primary contact for prospective and current students, faculty, staff and the public. You will guide applicants through the admission process, assess credentials, and support enrolment management in a diverse intercultural environment.

The role requires strong communication, problem-solving and customer service skills, with responsibilities across offers, transfer credit, ESL tracking, and

Qualifications

• Bachelor's degree plus 3 years of relevant experience; customer service required.
• Experience with admissions or large organizations preferred.
• Proficiency with MS Office; strong communication and problem-solving skills.

Responsibilities

• Assess applications to verify admission requirements.
• Issue and follow up on admission offers; conduct credential assessments.
• Forecast enrolment trends and monitor program capacities.
• Coordinate admissions events and produce professional correspondence.
• Engage with applicants and students from diverse backgrounds to resolve inquiries.

Skills

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft Teams

Typing 50 wpm

Customer service

Communication

Independent work

Teamwork

Education

Bachelor's degree

3 years experience

Tools

Student Record System

VIU Student Ledger

Job description

Duties:

The Office of the Registrar is looking for a highly-organized and skilled person to come join our team.

The Admissions Officer (AO) plays a vital role as the main point of contact for prospective and current students, faculty, staff, and the public. AOs provide personalized guidance throughout the application process, influencing prospective students' decisions to study at VIU. This demanding role requires strong communication, problem-solving, and customer service skills in handling admissions, credential assessment, enrolment management, and registration in a diverse intercultural environment.

Responsibilities include: assessing applications to ensure admission requirements have been met, issuing and following up with admission offers, performing transfer credit and pre-requisite assessments, tracking ESL completion dates related to conditional offers of admission, monitoring program capacities, forecasting enrolment trends, and recommending when to open/close EducationPlannerBC (EPBC). AOs conduct thorough document analysis from various countries and stay updated on study permit trends.

They also coordinate and participate in admissions and recruitment events, maintain high attention to detail, and produce professional correspondence representing VIU. AOs engage with a wide range of stakeholders (including applicants and students, their parents, sponsors, and VIU faculty and staff), responding effectively to complex inquiries and resolving confrontational discussions with tact and diplomacy. Their decisions involve investigative questioning and considering multiple options to suit each scenario appropriately.

Required Qualifications:

Bachelor's degree from an appropriately accredited institution, or equivalent, and 3 years of recent relevant experience. An equivalent combination of education and experience may be considered. Customer service experience is required. Post-secondary experience in admissions or other related departments, or in a comparable large organization.

• Intermediate competence using Microsoft Office applications including Microsoft Windows, MS Word, MS Excel, MS Outlook, MS Teams, and the Internet.
• Intermediate-level keyboarding speed of 50 wpm.
• Able to work independently and as a member of a team.
• Excellent communication and customer service skills.
• Ability to work in a dynamic, fast-paced environment.

  Preferred Qualifications:

  • Experience with Student Record System or similar database system. Experience with the VIU Student Ledger system and online student record. Knowledge of VIU programs and registration procedures.
  • Fluency in a second language.
  • Experience working in a multi-cultural or international setting, along with experience working with individuals whose first language is not English.
  • Knowledge of student recruitment and retention issues.
  • Experience reviewing international documents and converting international grades to Canadian equivalencies.
  • Experience in detecting fraudulent documents.
  • Experience using student registration systems and databases.
  • Knowledge of immigration processes as they relate to study permits.
  • Knowledge and familiarity with VIU and its programs.

  VIU is pleased to offer eligible employees a comprehensive benefit plan; ample paid holiday time; professional development opportunities and a desirable pension plan. As part of the VIU campus community, our employees work with supportive colleagues within an encouraging environment and are provided with the tools and training that promote learning and development. The perks of VIU employment are multiple, and include well-being initiatives and services, strategic discounts, and flexible work opportunities.

  Note:

  • Short-listed candidates must provide original transcripts, or applicable original certifications at time of interview.
  • All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
  • Vancouver Island University (VIU) is collectively committed to building and sustaining a diverse and inclusive working and learning environment for faculty, staff, and students. In our journey towards greater diversity, we invite applications from members of equity‑seeking communities including women, racialized and Indigenous persons, persons with disabilities, persons of all gender identities and sexual orientations who bring value to the VIU community through their lived experiences. We encourage members of all equity‑seeking groups to self‑identify within their application cover letter. When a candidate voluntarily discloses this information in their cover letter, the information will be used only for the fulfillment of the career opportunity. Disclosure and/or self‑identification with an equity‑seeking group will not lead to advantageous treatment of a candidate who is not qualified.