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Title Admissions Advisor (Contract)
Job ID 13S-1009
Division/Department Office of the Registrar
Campus/Site Newnham
Job Classification Support
Job Type Appendix D
Position Overview Admissions Advisor
(Appendix D/Temporary Assignment from March 18, 2013 to March 14, 2014)

Reporting to the Admissions Operations Manager, the incumbent is responsible for the admission of domestic and international students to the College’s post-secondary diploma, certificate and degree programs as well as graduate certificate, tuition-short and fee-for-service programs. The incumbent evaluates electronic and hard copy applications, foreign and domestic documents and credentials, maintains confidential files, inputs all necessary data to the College’s on-line system, monitors and corrects all electronic data transmissions, keeps applicants, immigration officers, immigration lawyers and parents informed about the status of an application throughout the many steps of the admission process, organizes pre-admission activities required for candidate selection, offers or denies admission, identifies situations where there should be a halt on offers of admission to avoid over-enrolment. The incumbent provides admission advisement to applicants, parents, secondary school counselors and members of the greater college community related to admission requirements, alternative pathways for applicants denied admission, applicants seeking program information or advanced standing, applicants with foreign credentials and applicants with tuition fee challenges.
Responsibilities • Admits students to diploma, certificate, tuition-short, fee-for-service, graduate certificate and degree programs.
• Determines applicant eligibility for admission and evaluates foreign and domestic academic credentials, standardized test results, language proficiency scores and documentation relating to residency/citizenship status.
• Offers admission, denies admission, re-directs applicants to other pathways, evaluates the credibility of documents, identifies fraudulent documents, creates offers of admission and generates fee bills.
• Interprets data transmitted from the central application centre in Guelph (OCAS) and prepares acceptance/cancellation data for transmission.
• Examines data error reports resulting from the daily exchange of this electronic data.
• Determines applicants’ suitability for writing required tests, ensures tuition fee due dates are maintained and fee schedules negotiated as necessary.
• Monitors offers of admission, fees paid, outstanding offers and recommends changes to the program status to ensure enrollment targets will be met and not exceeded.
• The incumbent will, at times, also be responsible for admission of international students into Seneca’s programs including the English Language Institute, joint venture and TESL programs.
• Provides application and admission advisement to applicants, parents, counselors and faculty at all points of customer contact (in-person, letter, telephone, fax and email) including university transfer options.
• Re-directs applicants to alternative programs at Seneca and externally, evaluates test results and recommends other pathways.
• Clarifies and differentiates programs and career fields for similar programs, explains the policies and procedures of the College and of the Ministry of Training, Colleges and Universities (MTCU).
• Provides, at times, advisement related to the Student Authorization/Study Permit procedures, fee payment options and the additional documentation that may be required.
• Applies knowledge of the ARIES and OCAS systems to enter and manages data.
• Adds notes to electronic student files to track pertinent communication with internal and external parties; monitors and addresses complaints.
• Monitors the ARIES program information to ensure evaluation is against the right set of requirements.
• Monitors the fee schedule codes, determines tuition fee due dates, allowable extensions and surcharges and deferrals as well as determines the procedures and documentation required for third party billing (normally external agencies or relatives).
• Processes fee payments as well as prepares and processes appropriate refunds or transfer of funds.
• Organizes events related to the pre-admission activities required for specific programs including orientation sessions and interviews, as well as the organization, invigilation and scoring of standardized tests.
• Other duties as assigned by supervisor.
Qualifications • One-year certificate in an office administration, general business or related program.
• Minimum of 3 years of recent and relevant experience in an Admissions or Registration office within a high-volume, deadline-driven, computerized customer service environment that required high levels of English proficiency in speaking, reading, listening and writing (in order to interpret and explain policies and procedures to clients and customers).
• Knowledge of college programs and structures of the Ontario secondary school system as well as knowledge of international credentials, credential evaluation, GPA calculation and detection of fraudulent documents.
• Advanced computer skills in software applications (Microsoft Office Suite, database, word processing, CRM and spreadsheets).
• Keyboarding (typing) speed of 45 wpm.
• Strong attention to detail including solid analytical and investigative skills are critical.
• Strong interpersonal and communication (written and verbal) skills to interact effectively with the College’s multi-cultural/racial/able staff, students, applicants, parents, agencies, secondary schools and the public, some of whom may have limited (or no) English language skills. Ability to speak a second language, from any of the major countries where Seneca actively recruits applicants, would be an asset.
• Ability to work well under pressure while maintaining excellent tact, diplomacy and customer service.

NOTE: This position occasionally includes medium physical effort - lifting between 5 to 20 kg or 11 to 44 lbs
Hourly Wage Rate Payband F: Start rate $24.91 , Maximum rate $28.88
Weekly Hours of Work 35 hours (overtime as required). Monday to Friday: 9:00 AM to 5:00 PM
Required Date March 18, 2013
Posting Date February 26, 2013 External
Closing Date March 5, 2013
To Apply Click on “Apply Now” below. Applications must be submitted online by the closing date and must include a covering letter and resume (as one document) in Word or pdf format. 
 
Note: A skills assessment may be administered and proof of degrees, credentials or equivalencies from accredited regional or federal post secondary institutions and/or their international equivalents will be required at the time of interview.
 
Seneca College is committed to diversity and encourages applications from all qualified candidates, especially aboriginal persons, francophones, members of sexual minority groups, persons with disabilities, visible minorities and women.
 
We thank all applicants for their interest in this position, however only those selected for an interview will be contacted.
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