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.

As a member of the Continuing Studies (CS) team and reporting to the Associate Registrar, Continuing Studies, the Enrolment Service Officer (ESO) is a registrarial/enrolment services officer, an advisory service specialist, and a highly visible representative of Continuing Studies (CS) at VCC. The CS ESO is responsible for providing admission, registration, records information and services to applicants, prospective students, current students, alumni, internal staff, and external stakeholders. The ESO also communicate admissions requirements, waitlists and admission decisions including unfavourable decisions in-person, by telephone, by mail or via email. Professional judgment, diplomacy, patience, and attention to detail are essential for this position.

Admissions
1. Organize, provide information and guidance to prospective, enrolled students and others on a wide range of services e.g. program availability; admission requirements; course pre-requisites, English Language equivalency and assessment; application status, fees and refund policy; seat availability, registration dates; course withdrawal and refunds; appeals; grades; policies and procedures; use of self-serve internet services; U-Pass information. Requests may be in-person, as well as by telephone, in writing or via email. Must be familiar with CS and program area policies and procedures.
2. Process admission to programs including screening for completeness of application and application requirements based on Program Content Guide admission requirements; create Banner application record, track whether required fees have been paid; adjusts U-Pass eligibility as required.

Registration
1. Process requests for course based registrations: determine eligibility for course registration; process registrations using applicable course or block registration procedures; refer students appropriately.
2. Processes drops and withdrawals from courses and programs using appropriate drop and withdrawal procedures, liaises internally with the Student Records and Student Accounts departments regarding student records and financial issues, makes adjustments to student records based on drop/withdrawal dates, communicates drop/withdrawal information to students/agents/sponsors and explains refund structures.
3. Maintains applicant wait-lists and works closely with program areas in providing filling information for upcoming programs and classes; fill vacant seats sometimes within tight timeframes e.g. contact students from waitlists.
4. Refers students to program areas for specific counselling or advice and the completion of skills assessments in order to meet program admission requirements or registration pre-requisites.
5. Use the Banner Student Information system; utilizes BANNER Document Management tool to organize and evaluate documents; routes documents to the appropriate area for processing.

Student Accounts
1. Provides information and assistance over the telephone and in person to students, staff and the general public on a variety of matters related to financial information.
2. Receives and processes payments received and balances receipts with computer totals. Calculates and processes refunds of student fees. Examples of refunds may include, but not limited to, tuition fee (withdrawals, cancelation of course, appeal decisions), U Pass/Compass Card adjustments, application fees, sponsor refund and refunds for assessment centre.
3. Processes billings, prepares monthly reconciliations and reports, and prepares and makes bank deposits. Distributes petty cash allowances and prepares cheque requisitions to replenish petty cash.
4. Monitor Students Non-payment Report and takes appropriate action by contacting students for non-payment/overdue payment.
5. Processes decisions made on student appeals for refund requests and communicates decisions to students. Ensures that the VCC policies and procedures are followed.
6. Processes and makes decisions on CS Bursary Allocations including collaborating with program areas, Associate Registrar, Student Financial Supervisor; communicates decision to student applicants; maintains computerized records for CS Bursary applications and disbursements; and assists in implementation of new policies and procedures.

Student Records
1. Produces transcripts and letters of attendance for students at the front counter as well as via phone, mail, fax and email.
2. Processes enrolment/registration verification requests from employment agencies, Lawyer firms, and other external stakeholders by producing letters and collecting appropriate payment for this service.
3. Develops and maintains a complete knowledge of those portions of the College’s computer based student registration system (Banner) which support the admission and registration process. Uses the Banner student information system to ensure electronic files for students are kept up to date, utilizes electronic Document Management tools to organize and evaluate documents and routes documents to the appropriate areas for processing.
4. Retains or destroys student records in accordance with established procedures and government regulations.
5. Ensures student grade record is accurate and complete by following up on missing grades, and ensuring grades are adjusting to reflect appeal decisions.

Other duties
1. Makes recommendations for improvements to admissions and registration processes, BANNER functionality and other projects; builds business improvement processes.
2. Responds to questions from areas of the college’s support services as well as external agencies, regarding departmental business.
3. Orders, maintains and distributes, as necessary, course and department supplies including paper, forms, media and other materials.
4. Organizes, sorts, and processes incoming and outgoing photocopying, faxes, and mail
5. Receives and responds to a high volume of enquiries over the telephone, in writing and in-person from key stakeholder groups. Screens calls, relays messages and provides information and assistance referring more complex or specialized queries to the appropriate personnel. Follows up with students, as appropriate.
6. Creates and updates course catalogue and course schedules (CRNs) when required including activating, cancelling, and updating sections, class dates, times, rooms, capacity, instructor names and fees.
7. Performs other related duties as required.

Skills and Abilities 

PAYGRADE 20

January, May and September.

Normally, the days and hours of work for this position are Monday – Friday, 9:45am-6:00pm, however hours may vary according to the needs of the Continuing Studies Administration department. This position is subject to the compressed work week.

Vancouver Community College is committed to maintaining a work force that represents the diverse community we serve and we encourage all qualified applicants.