DDA 1, Centre for International Experience

Competition Number S18653P

Position Title DDA 1, Centre for International Experience

Position Number S99578

Employee Group Staff

Position Status Regular Full-Time

Start Date 08/09/2021

End Date (if applicable)

Department Centre for International Experience

Additional Notes

Location North Vancouver

Working with us

This is administrative, clerical and reception work in support of the priorities of Centre for International Experience. The incumbent in this position is primarily responsible for assisting in the day-to-day operations and for performing support tasks for the area. Duties include providing customer service to students, faculty and the general public; and providing general clerical support services to the Centre including processing international student applications; providing support for marketing, recruitment, student activities and services, agent processing and other general clerical duties necessary for the smooth operation of the department. The incumbent reports to the Manager, Centre for International Experience and supports the work of more senior staff within the department.

What you’ll do

• Facilitates communication and arrangements between the university and potential students, current students, and faculty. Assists in the recruitment and retention of international students and the promotion of activities. This includes answering enquiries on programs, registration, and admissions requirements; referring people to other campus services; preparing basic brochure or flyer information; uploading information to a web page or social media; and coordinating mailings.
• Assists with admission and registration by creating, maintaining and tracking student files in both paper and electronic database forms; arranging for student testing, assessments, interviews, and auditions; providing students with procedural information and assisting them with completing forms; communicating with Enrolment Services to investigate and resolve problems; and using the student registration system to track admissions.
• Evaluates, scans, and barcodes documents as received. Processes medical insurance forms and follows up with students who have outstanding documents, payments, etc.
• Assists with admission and registration by creating, maintaining and tracking student files
• Arranges and attends department and committee meetings, including preparing agendas and taking minutes.
• Participates in the planning and implementation of special events and information sessions.
• Organizes updates and maintains computerized departmental records including database systems, spreadsheets and the website. Some of the key databases include the prospective student database, agent, counsellor & government contacts databases.
• Provides administrative financial support by coding and submitting approved invoices, and requesting invoices upon request on behalf of the department.
• Tracks student visa information and notifies them of their visa expiry dates. Provides information for students to complete forms relating to study and work permits, temporary resident visas, and US visas.
• Supports the reporting requirements of the CIE internally and externally by retrieving, compiling and completing forms and reports as required.
• Undertakes updates of the department’s website and social media. Creates and updates fillable PDF forms and supports the department using basic software systems used by the university.
• Maintains a database of agents that have agreements with the University. Responds to enquiries from agents and submits payment for them to Financial Services.
• Maintains organized filing system for departmental records; maintains equipment and supplies, contacting service vendors when necessary.
• Word processes a variety of material including letters, reports, manuals, policies, outlines, agendas and minutes.
• Maintains a schedule and follow up system of matters outstanding, commitments, meetings and appointments, and ensures that deadlines are met.
• Provides guidance and support to staff and students in the use of computers and software applications, phones, faxes and other office equipment.
• Performs support duties including ordering supplies; copying and compiling packages; equipment and duplicating; maintaining departmental files, lists and other records; and opening and distributing mail.
• May be required to take training and act in the capacity of a floor warden as part of the University’s Emergency Preparedness Plan (Fire, W.H.M.I.S., Earthquake preparedness).
• Performs duties related to the qualifications and requirements of this position.
• Supports strategic initiatives of the Centre for International Experience as assigned by management including Manager, CIE and Director, International.

What you’ll bring

• Completion of one year (approximately 30 credits) of post-secondary education in applied business technology or business administration.
• Two years of directly related administrative support experience, including experience in an educational setting with significant student contact.
• Fluency in speaking, listening and writing in one of the following languages; Mandarin, Farsi, Korean, Arabic or another language consistent with current international student recruitment, admission and registration trends.

For more information

For more information, please see the complete job description.

Benefits

At Capilano University, we understand that there is more to life than work. That is why we offer comprehensive benefits and support to help you and your family live a balanced life.

Take a sneak peek to see what it is like to work at Capilano University.

Days and Hours of Work

Our standard work week is Monday to Friday, 8:30am – 4:00pm. This position may include working before or after working hours or weekends.

Bridge Period (if applicable)

Pay Group 14

Salary

$3,723 per month (with increments to a max of $4,186 per month)

Union MoveUP

Job Open Date 07/21/2021

Job Close Date 07/27/2021

Open Until Filled No