Admissions and Registration Coordinator

at  Banff Centre for Arts and Creativity

ADMISSIONS AND REGISTRATION COORDINATOR

Banff Centre for Arts and Creativity aims to inspire everyone who attends our campus – artists, leaders, and thinkers – to unleash their creative potential.
We acknowledge, with deep respect and gratitude, our home on the side of Sacred Buffalo Guardian Mountain. In the spirit of respect and truth, we honour and acknowledge the Banff area, known as “Minhrpa” (translated in Stoney Nakoda as “the waterfalls”) and the Treaty 7 territory and oral practices of the Îyârhe Nakoda (Stoney Nakoda) – comprised of the Bearspaw, Chiniki, and Goodstoney Nations – as well as the Tsuut’ina First Nation and the Blackfoot Confederacy comprised of the Siksika, Piikani, Kainai. We acknowledge that this territory is home to the Shuswap Nations, Ktunaxa Nations, and Metis Nation of Alberta, Rockyview District 4. We acknowledge all Nations who live, work, and play, help us steward this land, and honour and celebrate this place.

QUALIFICATIONS AND EDUCATIONAL REQUIREMENTS

• 3+ years of administrative experience, preferably in a post-secondary environment.
• Sound understanding of basic financial accounting and registration processes.
• Proficient with Microsoft Office suite of productions (e.g. Word, Excel, Outlook.)
• Ability to learn new database and software programs allowing for continuing business process improvement and to participate during periods of change.
• Experience with student information systems is preferred.
• Effective written and oral communications skills.
• Strong interpersonal skills are required to diplomatically explain processes and procedures.
• Demonstrated experience in problem solving in a team setting; and will be organized and possess strong time management skills.
• Ability to manage complex document production, to work with accuracy and attention to detail, and to multi-task and work with critical deadlines in a fast-paced environment.

Reporting to the Manager, Admissions and Recruitment, below are some key accountabilities:

• Work with Program Areas, Recruitment and Marketing to build, review and update program texts and information for program web pages.
• Understand and interpret the program adjudication requirements and then implement and build the appropriate framework in the adjudication software tool for recruitment.
• Manages enquiries for their portfolio and provides informed telephone/written communication responses with candidates at all stages of the admission process.
• Offer admission guidance to potential applicants; helping identify relevant programming and then supporting applicants in their portfolio submission.
• Responsible for all aspects of the administrative interaction with applicants/students, including monitoring and collection of all applicable financial and legal agreements.
• Monitor and process all applications for the program areas within their portfolio assignments.
• Prepares the applications requiring adjudication by the artistic directors/faculty/external reviewers and/or program manager, including managing access to adjudication software environments.
• Monitor the rate of confirmation, control wait-lists and works directly with their assigned programs to deliver the appropriate number of students into the program.
• Provides applicants technical support for the Student Portal, adjudication software, and online payment processing, including troubleshooting, diagnosis, and rectification.
• Coordinates and provides information on the processing of fees, tuition, accommodation and meal plans, and scholarship allocation on student accounts.
• Acts as the first point of contact for students requiring effective interpretation of the financial aid policies including understanding of current Canada Revenue Agency guidelines relevant to post-secondary scholarship and tuition.
• Responsible for all clerical aspects of registration for the appropriate programming department(s) including the processing of applications, correspondence as required, and other records related to student accounts.
• Produce transcripts and official records as required.
• Create and maintain historical records for all students and programs, in compliance with the records retention policy.
• Identify new requirements and enhancements for the Student Information System, Contact Relationship Management, Student Portal and Website.
• Create special projects, which may include market research, surveys, in-house systems improvements analysis, and student financial aid studies

Reporting to the Manager, Admissions and Recruitment, below are some key accountabilities:

• Work with Program Areas, Recruitment and Marketing to build, review and update program texts and information for program web pages.
• Understand and interpret the program adjudication requirements and then implement and build the appropriate framework in the adjudication software tool for recruitment.
• Manages enquiries for their portfolio and provides informed telephone/written communication responses with candidates at all stages of the admission process.
• Offer admission guidance to potential applicants; helping identify relevant programming and then supporting applicants in their portfolio submission.
• Responsible for all aspects of the administrative interaction with applicants/students, including monitoring and collection of all applicable financial and legal agreements.
• Monitor and process all applications for the program areas within their portfolio assignments.
• Prepares the applications requiring adjudication by the artistic directors/faculty/external reviewers and/or program manager, including managing access to adjudication software environments.
• Monitor the rate of confirmation, control wait-lists and works directly with their assigned programs to deliver the appropriate number of students into the program.
• Provides applicants technical support for the Student Portal, adjudication software, and online payment processing, including troubleshooting, diagnosis, and rectification.
• Coordinates and provides information on the processing of fees, tuition, accommodation and meal plans, and scholarship allocation on student accounts.
• Acts as the first point of contact for students requiring effective interpretation of the financial aid policies including understanding of current Canada Revenue Agency guidelines relevant to post-secondary scholarship and tuition.
• Responsible for all clerical aspects of registration for the appropriate programming department(s) including the processing of applications, correspondence as required, and other records related to student accounts.
• Produce transcripts and official records as required.
• Create and maintain historical records for all students and programs, in compliance with the records retention policy.
• Identify new requirements and enhancements for the Student Information System, Contact Relationship Management, Student Portal and Website.
• Create special projects, which may include market research, surveys, in-house systems improvements analysis, and student financial aid studies.