Assistant, Document Intake

at  University of the Fraser Valley

JOB SUMMARY

The Office of the Registrar invites applicaitons for two (2) temporary Document Intake Assistants to join their team.
Under the supervision of the Manager, Admissions, the Document Intake Assistant is responsible for supporting consistent and efficient admissions processes related to the receipt, verification and input of documents and data which support the student record. Documents and data include, but are not limited to, applications, transcripts and supplementary documents received in a variety of formats including electronic transcript exchange, eTranscript, email and paper.

Communication

• Responds to inquiries related to student application and document receipt from applicants and recently admitted students and staff.
• Generates mass communication to applicants related to their application and document submission as they move towards admissions.

Applicant Receipt & Processing

• Maintains consistent and prompt input of student application data.
• Ensures data input meets institutional data standards and guidelines.

Academic & Supplementary Documents

• Receives, verifies and processes all documents related to students’ application including but not limited to transcripts, test scores, supplementary documents, etc.
• Scans and indexes documents into the document management system using institutional standards and established admission processes.
• Runs existing reports to ensure data consistency and integrity on document input is met.
• Runs existing reports to identify outstanding documents or documents at various stages of the application cycle.

Technical Systems

• Uses a variety of complex computer systems, a document management system, reporting software tools and MS Office suite in order to input, update and audit student records.

Other

• Maintains currency with overall admissions related processes and a variety of technology, software systems and related tools.
• Performs other duties as assigned.

QUALIFICATIONS

• Completion of a certificate in office administration from a recognized post-secondary institution, or equivalent.
• Two (2) years of related experience working in a relational database and record keeping environment.
• Proficiency in MS Office, specifically Outlook, Word and Excel, with strong data input and processing skills.
• Familiarity with Banner, Banner Document Management and software reporting tools such as Fast Student is an asset.
• Demonstrated ability to manage multiple demands in a fast paced environment with tight deadlines and minimal supervision.
• Ability to deal effectively with a diverse range of people and work independently and as part of a team.
• Demonstrated ability to maintain a high degree of accuracy and attention to detail.

Please refer the Job description for details