International Recruitment and Admissions Coordinator

at  Douglas College

WORK ARRANGEMENTS

This regular, full-time (35 hours per week) position is available starting September 3, 2024. Regular hours of work are Monday to Friday, 8:30am to 4:30pm. Shift days and times may change depending on the Department’s need. Occasional evening and/or weekend work may be required. The position is located at the New Westminster campus; however, successful candidate must be available for occasional work at the Coquitlam campus. Douglas College is committed to supporting a healthy work/life balance for employees. A modified/flexible schedule and/or hybrid work from home arrangement may be considered, subject to the terms of the College’s Work From Home Policy.

WHAT DOUGLAS OFFERS

DO what you love. Be good at it. That’s how Douglas College defines a great career. It’s a philosophy that resonates through our classrooms, our offices and our boardrooms. It inspires our students and drives us to make Douglas College one of BC’s Top Employers. We love what we do. And we’re looking for passionate, motivated people to join us in making one of Canada’s best colleges even better.

THE ROLE

Reporting to the Supervisor, International Recruitment & Admissions and Managers, International Marketing & Recruitment, the International Recruitment and Admissions Coordinator is responsible for the recruitment and admission of international students into programs offered at Douglas College. The Coordinator plans, maintains and executes marketing and student recruitment initiatives by developing and fostering relationships with internal and external partners, in addition to managing the admission process from enquiries through to enrolment.
The Coordinator provides exceptional client-centered service on a consistent basis to all stakeholder groups, which is critical to the College’s reputation for providing excellent student support and a high quality of academic offerings.
With minimal supervision, the Coordinator plans and executes high-profile in-person and virtual recruitment events attended by key stakeholders. The Coordinator works with internal and external groups to ensure events follow campus-wide policies and procedures and in order to meet the college goals for internationalization and enrolment targets.

5. PROVIDES ADMINISTRATIVE DUTIES AS ASSIGNED BY THE SUPERVISOR, INTERNATIONAL RECRUITMENT & ADMISSIONS AND THE MANAGERS, INTERNATIONAL MARKETING & RECRUITMENT:

a. Maintains and utilizes a contact database on international students and education agents through the ISP (International Students Program Database), a customized Microsoft Access program specifically designed for the international education sector and Douglas Microsoft CRM.
b. Produces reports from Banner and FAST Reporting; maintains and compiles application and admissions statistics; creates Excel, Word and/or PDF documents as required; makes strategic marketing decisions based on statistical results (e.g refined/updated recruitment campaign to meet enrolment targets).
c. Assists with the assessment and collection of tuition fee deposits to ensure timely release of immigration- specific documents (e.g. Letters of Acceptance).
d. Provides information in response to in-person, telephone and email enquiries from staff, students and administrators regarding specific individual student applications and records.
e. Ensures confidential/personal information and documents such as passports, visas, study permits, transcripts, notarized translation of certificates, diplomas, etc. follow College Records Management Policy and BC Freedom of Information, Privacy and Protection Act (FIPPA).

6. SUPERVISORY RESPONSIBILITIES:

a. Identifies, interviews and hires Student Assistant positions under the direction of the Supervisor, International Marketing & Recruitment and/or Managers of International Marketing & Recruitment.
b. Designs and implements appropriate training resources for Student Assistants/Volunteers.
c. Acts as a professional mentor to Student Assistants.
d. Coordinates the scheduling and daily operations of Student Assistant work including monitoring absences and providing time sheet approval.
e. Supervises work performance of Student Assistants and conducts periodic performance evaluations, as well as exit interviews.
f. Provides onsite direction and supervision of Student Assistants for College events that involve recruitment and marketing activities.

7. OTHER DUTIES, CONTINUOUS IMPROVEMENT AND NETWORKING:

a. Performs other related duties similar in scope and complexity as required.
b. Contributes to teambuilding initiatives, supporting a positive workplace culture within department.
c. Works flexible hours, evening and weekends when required.
d. Undertakes international and domestic travel for the purpose of international student recruitment and business development for periods of up to two weeks (up to 12 time zones away) as required.
e. Orients, trains and/or guides auxiliary/new Admissions staff, and program/department representatives.
f. Translates and/or edits marketing materials into second language.
g. Engages in ongoing training provided by Douglas College on service area, technologies, and policies.
h. Stays current on immigration policy and news impacting prospective international students.
i. Participates in ceremony presentations if required.
j. Attends international marketing-related conferences both virtually and in-person (within Canada and overseas) for the purpose of expanding industry network and knowledge.

TO BE SUCCESSFUL IN THIS ROLE YOU WILL NEED

• A minimum of a bachelor’s degree in a related field from a recognized post-secondary educational institution plus two years’ related work experience in post-secondary admissions, marketing and recruitment as it relates to international education. An equivalent combination of education, training and experience may be considered.
• Demonstrated experience developing and managing relationships with external organizations (including pathway administrators, high school counselors, education consultants/agents, study abroad departments at overseas institutions, etc.) and a variety of stakeholders across the College community including faculty, department coordinators/chairs, administration, and staff.
• Demonstrated ability to develop and implement effective marketing and recruitment strategies and events for a wide variety of stakeholders including private institutions, high schools, and international education agents.
• In-depth understanding of the field of international student marketing and recruitment including key competitors, developments in the field, current tactics, and market research and indicators.
• Experience planning, coordinating and organizing large-scale recruitment events.
• Current knowledge of Immigration, Refugees, Citizenship, Canada (IRCC) regulations as they pertain to international student admission and registration (e.g. study permit and visa processing, issuing Letters of Acceptance for international students)
• Excellent interpersonal and cross-cultural communication skills including an excellent working knowledge of the English language (written and verbal). Working knowledge of Arabic language (written and verbal) required.
• A solid working knowledge of the B.C. and Canada post-secondary education systems, including admission requirements and programs, graduation requirements, partnerships, and articulated agreements with a clear emphasis on Douglas College.
• A working knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Access). Familiarity working with Banner, ISP, Microsoft Office on Mac platforms, and with the Microsoft Dynamics CRM system (or similar system) would be an asset.
• Experience with, and knowledge of contemporary web-based communication applications.
• Demonstrated ability to effectively and tactfully communicate both verbally and in writing with the public, students, partners and College stakeholders.
• Demonstrated ability to develop, establish and maintain good working relationships with colleagues and work as part of a team.
• Demonstrated ability to work independently, with minimal direct supervision.
• Experience providing supervision and feedback to direct or in-direct reports, volunteers, and knowledge of supervisory practices and mentoring
• Demonstrated ability to train others, as well as design and deliver training materials for external partners.
• Experience presenting to small and large groups in informal and formal settings.
• Demonstrated ability to be flexible in adapting speaking and presentation style to people of various backgrounds and cultures (including prospective students, parents, education consultants/agents, governmental organizations, and institutional partners)
• Demonstrated ability to critically analyze, reason and problem solve. Ability to handle complex partner or student complaints or concerns in a knowledgeable, tactful and confidential manner.
• Well-developed planning, co-coordinating and organizational skills.
• Knowledge of career opportunities, training and/or job requirements for a wide range of academic, vocational and technical careers.
• Advanced knowledge of international admissions processes including:
• The ability to research and assess BC and Canadian educational equivalencies
• Evaluation of foreign transcripts and transfer credits
• Understanding of entrance scholarships available to international students
• A valid B.C. Driver’s license and regular access to the use of a reliable motor vehicle is preferred.
• Ability to physically lift and carry various related promotional materials/equipment that weigh between 20-30 kilograms.
• Ability and willingness to travel internationally and domestically for periods of up to two (2) weeks at a time up to 20% of the year.