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Applications And Records Management Coordinator, School College Work Initiative

Seneca College of Applied Arts and Technology - Newnham, TAS

Education, Childcare & Training
Source: uWorkin


Full Job Description
Posting Date (E):
April 20, 2021

Closing Date (E):
April 26, 2021

Pay Range:
Payband G - $29.88 - $34.63(start rate:$29.88)



Monday to Friday 9:00AM-5:00PM

Contract Start Date (if applicable):Contract End Date:Position Summary:
The Coordinator is responsible for overseeing the application cycle from start to completion each semester. This includes collecting, analyzing and entering student data into the office’s SharePoint database, forwarding completed files to the appropriate Registration Office for final processing, communicating application decisions with school board partners and students, and final grade collection and reporting. The Coordinator adheres to SCWI eligibility and admission policies and exercises a high degree of independent judgment when reviewing individual application criteria (i.e. school board, age, primary target group, etc.).

Registration and Enrolment Management

Reviews applications for all SCWI programming each semester: Dual Credit, Adult Dual Credit, School Within a College (SWAC), and the Ontario Youth Apprenticeship Program (OYAP) to determine eligibility and acceptance in accordance with SCWI policy and procedures and seat count availability
Reviews and makes final decisions on applications from eight district school boards (YRDSB, YCDSB, TDSB, TCDSB, PDSB, DPCDSB, SCDSB, and PVNCCDSB) using various platforms: Excel, Google docs, electronic applications, etc.
Communicates admission decisions to school boards and students in a timely manner
Sends completed applications to the appropriate Registration Office for processing, troubleshooting and addressing any errors or concerns
Verifies student enrolment on the i3 class roster and updates SharePoint with the student’s Seneca credentials (Learn@Seneca account information)
Oversees all withdrawal requests for all SCWI programs including pre-Day 10 and Did Not Complete (DNC) withdrawals, updating SharePoint, attendance files, and school boards, sending students a programming exit survey.
Provides ongoing expertise, guidance, and support to district school boards in terms of the student application process, eligibility, and seat count availability per course.

Reporting and Data Management

Ensures all student data is collected and accurately inputted on SharePoint (demographic information such as name, age, address, phone number, school board, home school, school contact, primary target group, etc.), follows up with school boards and students to gather missing/incorrect data.
Enters Dual Credit Course information into the SharePoint database each semester, ensuring correct Seneca and Ministry course codes are updated and accurate and reflect current course offerings, making edits as necessary.
Pulls queries and reports for school boards i.e. enrolment numbers, student data, etc. and Manager (retention, success rates, enrolment targets).
Uses historical data and enrolment trends to distribute available Dual Credit seats to each of the eight school board partners each semester, creates and managers a Seat Count allotment chart for tracking purposes.
Enters final grades for all SCWI programming into SharePoint, addresses any concerns with the Registration Office, faculty, school board, and student as required.

Communication and Customer Service

Provides admission decisions (approved, denied, waitlisted) to eight district school boards, informing school board leads, Dual Credit support teachers, and guidance counsellors as needed.
Sending all mass email communication to newly accepted students: Welcome email, Learn@Seneca credentials and set up, Orientation information, and Dual Credit course information using tools such as: SharePoint, MS Word, Excel and mail merge processes
Monitors and responds to admission, enrolment, and course inquiries from school boards and perspective students.
Works with SCWI team members and other Seneca departments to answers inquiries and reroute individuals if appropriate .
Flags any potential concerns to the SCWI Coordinator and SCWI Manager.

Special Events

Supports all SCWI related events and activates, including but not limited to: Orientation, SWAC Workshops, Mid-Semester Check Ins, End of Semester Celebrations, and SCWI Events (Financial Literacy Day, FCAD Day, PSTT Event, Mature Student visits, Experiential Learning Opportunities, etc.) at all campuses.
Supports Seneca-wide recruitment initiatives including Open House and the Ontario College Information Fair.
Support the SCWI Coordinator and SCWI Manager with special projects.
Provide clerical and administrative support as needed i.e. ordering office supplies.
Attend special events on evening and weekends as needed.

Minimum of three (3) year diploma / degree in Business Administration, Office Administration, Accounting, Finance, Computer Studies, Logistics or related field. If education in related field of study, please state how it is related.
Minimum of two (2) years with experience within an educational institution or similar office administrative environment.
Experience in student registration and familiarity with transition programming required
Advanced skills in SharePoint, MS Office, Excel and related computer programs
Sound knowledge of student management databases and systems (i.e. Student Customer Service, Class Roster)
Strong database organization and management skills
Able to multitask, prioritize, and manage multiple projects and competing deadlines with minimal supervision
Demonstrated ability to work accurately with numbers, statistical data and computer output reports
Exceptional customer service and communication skills to interact effectively with multi-cultural/racial/able students, staff, and school board partners
A Valid Ontario Driver’s Licence and access to a reliable vehicle are required due to travel with this position

Note: A skills assessment test will be administered during the recruitment process.

Seneca is committed to diversity and encourages applications from qualified candidates, especially Indigenous persons, members of sexual minority groups, visible minorities, women, and persons with disabilities. View Seneca's Diversity Policy.
Note: Seneca requires copies of educational credentials at the time of an interview. Confirmation of educational credentials in the form of an official Canadian transcript or an official evaluation of international credentials which determines Canadian equivalency will be required upon hire.
We thank all applicants for their interest in this position, however, only those selected for an interview will be contacted.
Job Category Faculty of Arts
Location Newnham Campus
ID 1796

Newnham, TAS

Education, Childcare & Training


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