International Admissions and Records Officer

at  Thompson Rivers University

The International Admissions & Records Officer is often the first point of contact and provides information, customer service and support to prospective and current international students, internal and external stakeholders and partners, relating to programs, policies, applications, admission, transfer credit, registration, records, tuition fees, and general advising via multiple communication channels, including in-person, email, phone and written correspondence. The International Admissions & Records Officer performs admission decisions, validation and assessment of international academic documents, transfer credit evaluations, support with building course schedules, course and program registration, establishing and maintaining student records in an enterprise database. An International Admissions & Records Officer may provide a wide array of these services for programs, or specialize in one or more services. Professional judgment, diplomacy, patience and inter-cultural understanding are paramount.

EDUCATION:

• Grade 12 plus an Associate Degree or 2-year post-secondary diploma

EXPERIENCE:

• Three years’ related experience in a post-secondary institution or related environment, including:
• One year recent experience with an enterprise relational database (e.g. Banner) in relation to admission and/or registration work
• Proven experience handling and assessing international academic transcripts/credentials
• One year proven experience working with international students and/or clients

SKILLS, KNOWLEDGE OR ABILITIES RELATED TO THE JOB

• Ability to perform electronic word processing and data entry at 45 wpm in an enterprise relational database
• Demonstrated ability to work well under pressure and deal courteously and tactfully with international students, sponsors, partners, staff, faculty and members of the general public, both verbally and in writing
• Knowledge of high school and post-secondary education systems in Canada
• Ability to authenticate and understand academic transcripts from domestic and international sources
• Demonstrated ability to work with an enterprise relational database (e.g. Banner)
• Ability to use policy and departmental procedures to problem-solve day-to-day issues
• Ability to operate office equipment such as printers, scanners, fax machine and photocopier
• Ability to plan, organize and prioritize tasks and meet deadlines, maintaining accuracy and attention to detail
• Ability to work independently as well as part of a team

• Responds to and resolves telephone, email, web, in-person and other service channel requests from prospective and current international students, agents, partners, sponsors, faculty and internal staff. May vet inquiries and direct them appropriately to colleagues for specialist or lengthy care, if needed.
• Makes admission and transfer credit decisions for international applicants to a wide range of programs in accordance with both internal and external policies and procedures and best practices by performing assessments, evaluations and validation of international documents. Creates, maintains and verifies student files and records relating to admission and registration.
• Provides detailed program, policy, application, admissions, transfer credit, registration and general advising information, and is empowered to assess and resolve the needs of incoming prospective and current international students.
• Provides course registration and assists with the registration of international students in a wide range of programs by applying various procedures, resolving scheduling conflicts and explaining fee and refund structures.
• Modifies and prepares correspondence, letters and forms including admission and enrolment letters, tuition fees letters, scholarship letters, and visa/study permit extension letters.
• Liaises with internal and external contacts including various government bureaus regarding funded students.
• Maintains current knowledge of Senate policies, admissions and registration procedures, TRU Calendar content, transfer credit articulations, accreditation agreements, and related procedures and applies them in day-to-day operations.
• Works closely with faculty, department and program personnel, International Marketing & Recruitment, International Student Services, Transnational Education, Academic Advising, Records, Audit and Articulation, and other administrative units to ensure enrolment processes are coordinated and seamless for students.
• Compiles enrolment reports for International Marketing/Recruitment and International Student Service Managers and stakeholders in other business units and faculties.
• Processes and maintains requests for TRU transfer credit through BCCAT and other professional transfer credit articulation councils; evaluates and verifies entries in the articulation database performing data entry.
• Uses professional judgment and interpretation of enrolment data to prioritize work and make recommendations for process improvements in alignment with institutional strategic enrolment goals and objectives.
• Modifies and maintains electronic and printable information packages for admissions, registration, and graduation for a wide range of programs. Prepares, compiles and maintains resource materials including calendars, manuals, forms, and records; and maintains confidentiality of documents and records.
• Provides training and coordination of other International Admission and Enrolment Services staff including the Co-op students, Auxiliary staff, Work study students and new staff by providing instruction and assignment to specific tasks/situations.
• Provides administrative support such as producing notices, staff meeting and training notes, as well as record-keeping.