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    International Education Student Services Assistant - Vancouver, Canada - Vancouver Community College

    Vancouver Community College
    Vancouver Community College Vancouver, Canada

    2 weeks ago

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    Description
    Position Information Posting Number 24AC0089 Position Title International Education Student Services Assistant Pclass # S9977 Who We Are We acknowledge that Vancouver Community College (VCC) is located on the traditional unceded territories of the xwməθkwəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) peoples who have been stewards of this land from time immemorial.

    For over 55 years, VCC has been a leader in innovative, experiential post-secondary learning. We're one of B.C's top employers and we are proud to inspire students to discover their passions, gain essential skills, and learn what it takes to succeed in a competitive workforce.

    At VCC, we respect and celebrate our differences, and are committed to the work of decolonization, accessibility, and inclusivity for all. Be a part of creating an inclusive community that provides equitable opportunities for Indigenous and diverse representation, participation, and success for everyone.

    We value lived experience and encourage applications from members of all groups experiencing barriers to equity. Come join the VCC community as we shape the future together. Position Summary This position is responsible for providing receptionist services, information and clerical support to International Education (IE) Office while maintaining and managing department files, records, and database systems the International Education Student Services Assistant provides information to new and continuing international students and other visitors including faculty, external partners and the general public. The position is also responsible for scheduling appointments, manually and systematically collecting, recording statistics and developing and maintaining data repository and reports as well as processing applications as required. Duties & Responsibilities
  • Greets visitors and responds to basic in-person, by telephone or via email inquiries related to international students. Interprets requests for information from around the world and uses judgement in providing clear, concise, professional responses using simple non-colloquial English. Provides basic information to prospective international students, international applicants, current international students, educational agents/representatives and other internal/external stakeholders on a wide range of services. Services include, but are not limited to, program availability, admission requirements, registration procedures and policies, application status, fees and refund policies, use of student self-serve internet services, U-Pass information etc.
  • Provides outreach support and check-in service for current students through phone calls and emails and navigates complex student issues.
  • Prepares and provides statistical reports related to international student numbers as requested.
  • Assists with student services initiatives and events including, but not limited to, compiling packages, creating student check-in lists, and other administrative tasks.
  • Keeps reference information available to students up to date and presentable. Updates handouts, reference guides and other materials intended for prospective and enrolled students up to date.
  • Maintains data systems, records, logs, etc., ensuring information is complete, accurate and up-to-date. Gathers and compiles data in raw form for the IE Office.
  • Composes routine correspondence, completes forms and word processes reports and other related documents, ensuring accuracy. Prepares and collates information packages. Supports regular and non-recurring student engagement and outreach activities such as Welcome Days and cultural celebrations hosted by IE.
  • Processes initial entry of admissible international applications into the Student Information System for admission to various Vancouver Community College programs and courses.
  • Enters and confirms student payment information and liaises with Student Accounts Office regarding international student payments as required.
  • Liaises with applicants, agents, other institutions, and government agencies as necessary.
  • Accepts required documentation for admission to programs and ensures that items provided are valid, original and accurate.
  • Enters, accesses, retrieves, and maintains student information using the Student Information System and ensures accuracy of student and program information.
  • Maintains application files, including scanning and uploading documents.
  • In absence of the International Admissions Assistant, assists with preparing and sending international student correspondence including enrolment letters and other letters for immigration purposes in compliance with Canadian immigration requirements and departmental expectations. Confirms student enrolment/breaks for Canadian immigration purposes.
  • Provides oversight and guidance to student employees working as Peer Ambassadors. Schedules student employees for events, as College greeters and guides. Assists with the hiring training and guidance of student employees.
  • Schedules meetings and assists in the organization of events. Coordinates logistics including meeting rooms, media equipment and catering requests.
  • Reviews and recommends the IE Office's processes and procedures to streamline for accuracy and efficiency. Identifies operational problems and reports issues with recommendations to the Manager, International Student Services.
  • In absence of Administrative Assistant, International, organizes sorts and processes incoming/outgoing mail, faxes and photocopying etc. Prepares, collates and coordinates large mail campaigns as required.
  • Maintains department filing system ensuring all information is stored accurately and in a timely manner.
  • Performs other related duties as required.
    • Qualifications Education and Experience
  • Grade 12 plus additional specialized training of over one year in office administration and international student services and over one (1) year related experience or an equivalent combination of training and/or experience may be substituted for the required qualifications. Minimum of one (1) year related experience in an international setting.
    • Skills and Abilities
  • Strong interpersonal skills with the ability to work both independently and collaboratively as a member of a team. Ability to establish and maintain effective working relationships.
  • Superior customer service skills and the ability to handle potentially difficult and delicate situations with tact and diplomacy. Ability to function calmly and pleasantly during periods of high stress. Excellent written and verbal English communication skills including ability to communicate effectively with non-native English speakers with varying degrees of English proficiency.
  • High degree of sensitivity to issues of privacy and confidentiality.
  • Good organizational and time management skills with the ability to prioritize and manage several time-sensitive tasks at any given time. Works effectively in a stressful and demanding environment with frequent interruptions.
  • Ability to assess operations and procedures with an eye to streamlining and efficiency. Identifies operational problems and make recommendations for appropriate solutions.
  • Excellent written and verbal English communication skills.
  • Computer experience with intermediate level knowledge of the MS Office suite of software. Experience with database and student Information systems (Currently Banner, Clockworks, and EMS).
  • Accurate keyboarding skills and proficiency in alphanumeric data entry.
  • High degree of accuracy and excellent attention to detail.
  • Demonstrated initiative.
  • Flexible and adaptable.
  • Requires cultural awareness and sensitivity.
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