International Admissions Assistant (Contract)

Position Summary

Support Staff Full-time Appendix D Contract Position (December 2024 – February 16, 2026)

The International Admissions Assistant oversees the application process for international students wishing to enter post-secondary programs, including English for Academic Studies. This role involves ensuring applicants can successfully complete their applications via the international admissions portal. Responsibilities include responding to questions, troubleshooting issues, informing applicants of missing information, advising on appropriate actions, and ensuring the completeness of applicant files, including proof of English proficiency, before proceeding to credential assessment. Additionally, the incumbent provides guidance and assistance to applicants throughout the admissions process.

Successful candidates will be required to conduct work within Ontario and must be available to work on campus as required. It is anticipated that this position will meet the needs of the department through a hybrid work arrangement with four days remote and one day on-site at the Doon campus, located at 299 Doon Valley Drive, Kitchener, Ontario, N2G 4M4. The hours of work for this position are Monday to Friday from 8:30 a.m. to 4:30 p.m.

Responsibilities

• Ensures applicants can successfully complete the application using the International Application Service (IAS) portal
• Responds to telephone, written, in-person, and electronic inquiries on application processes, application status, available programs, admission requirements, navigating the International Application Service portal, and general college information
• Advises applicants and prospective applicants on suitable program choices and alternatives
• Coordinates communication with applicants and agents, including sending notifications of closed programs, requesting additional transcript requirements, and advising on the status of an application
• Develops and produces tailored email correspondence to applicants and agents
• Acts as the key contact for international recruitment staff regarding the status of market-specific applications
• Assists agents and students who are experiencing problems accessing the International Application Service portal
• Checks for application information received from the Ontario College Application Service
• Downloads application files from the Student Information System (SIS) daily to extract international applicants; acknowledges receipt and advises applicants or agents of the next steps
• Updates the Student Information System (SIS) status of the applicant and records status changes
• Ensures transcripts have been submitted by the applicant or agent for assessment
• Verifies the authenticity of the International English Language Testing System (IELTS) and Test of English as a Foreign Language (TOEFL) test scores and ensures they meet the program’s admission requirements
• Organizes and prepares document completion for credential assessment and admission decision
• Monitors time limitations for the receipt of information (e.g. transcripts), contacts applicants who have not met deadlines and are at risk of having their application closed
• Issues confirmation of tuition letters based on tuition fees received from the Finance department
• In conjunction with the Conestoga Language Institute, coordinates the processing of IELAS applications and payments, ensuring all documents are received and acceptances are issued
• Uses judgment to determine if applicants have sufficient time to obtain their visa based on program start dates and posted visa turnaround times on the Citizenship and Immigration website
• Liaises with International Admissions Officers on applicant and program statuses
• Collaborates with International Services to ensure existing student applicants applying for future programs receive the highest level of customer service
• Run reports from SIS as requested by the Manager or Vice President of International Education
• Develops, maintains, and reviews procedures related to the application process and International Applicant Portal
• Assists with user testing activities, including hands-on testing of functionality supporting various application processes and/or new initiatives and procedures
• Requests signed authorization for student-initiated agent change requests and updates SIS accordingly

Qualifications

• One-year certificate in Office Administration, Business, Education, Science, or a related field is required
• Minimum two years of experience in student/client services is required, experience in a post-secondary environment is preferred
• Ability to work with large database systems
• Related practical experience working with newcomers to Canada and new Canadians
• Excellent communication (oral and written), listening, and interpersonal skills
• Effective time management skills with the ability to excel in demanding and dynamic environments
• Highly developed client service skills and ability to respond and problem-solve with tact, diplomacy, discretion, and professionalism
• Compassion and ability to determine when flexibility can and should be exercised
• Ability to work both independently and as part of a team
• Demonstrated patience and appreciation for cultural differences when interacting with international students

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