Enrollment Management & Student Records Officer

Job summary

Enrollment Management & Student Records OfficerFull Time - Temporary Contract (Maternity leave coverage)From January/February, 2027 to February, 2028About York House SchoolIt all began on the corner of Granville and 28th where seven fearless women welcomed 17 students to the very first York House School in 1932. Nearly a century later, thousands of students have found their unique path and purpose at YHS. Our School has since grown into one of Canada's leading independent schools for girls. Today, we serve approximately 700 students from Junior Kindergarten to Grade 12.At York House School, o…

Job details

Enrollment Management & Student Records OfficerFull Time - Temporary Contract (Maternity leave coverage)From January/February, 2027 to February, 2028About York House SchoolIt all began on the corner of Granville and 28th where seven fearless women welcomed 17 students to the very first York House School in 1932. Nearly a century later, thousands of students have found their unique path and purpose at YHS. Our School has since grown into one of Canada's leading independent schools for girls. Today, we serve approximately 700 students from Junior Kindergarten to Grade 12.At York House School, our Vision is clear: seeing the world as it is, and imagining what it could be, we aspire to create a transformational experience for students who are empowered to reshape the future.Our MissionWe are dedicated to creating an environment that elevates the mind, celebrates uniqueness, inspires creativity, and encourages discourse.Why Join Us?At York House School, we're fostering a learning environment where creative exploration, courageous conversation and deep intellectual engagement are equally celebrated. This bold approach requires a highly skilled, diverse and energetic team of committed faculty and staff. Please check out our to learn more.If you are passionate about education, excited by the opportunity to inspire future leaders, and eager to be part of a vibrant, forward-thinking community, we would love to hear from you.About this Role Reporting to the Associate Director of Admissions, the Enrollment Management and Student Records Officer (EMSRO) is a member of the Enrollment Management team and assists with specific tasks and events for the Enrollment Management team. In addition, the EMSRO holds the responsibility of maintaining applicant and current student information in the Student Information System (SIS). The EMSRO organizes, administers, updates and oversees records and information in the SIS from admission to graduation based on the Ministry of Education (MoE) guidelines, and provides administrative support and reports to the YHS Enrollment Management office, the University Admissions office, the Director of Senior School and other School Directors as requested. ResponsibilitiesStudent RecordsThe ideal candidate possesses strong technology skills as database management of the SIS requires understanding and agility to manipulate data between software interfaces. Reporting will include data extrapolation and manipulation for a variety of purposes. In addition, the candidate must have excellent interpersonal and communication skills in order to work with others effectively in the management and use of the Student Information System. The following tasks will be involved:Ongoing maintenance and clean up of the SIS database, including corresponding with Advancement and Technology (IT) departments regarding any changes/problems/updates regarding the Blackbaud software system Liaising with the IT team to extract data, build reports, and ensure consistent data preparation and analysis as requestedAssisting in the onboarding process of new students by requesting/managing Personal Education Numbers from the Ministry of Education (MoE), Permanent Student Records from the previous school, PR cards, if applicableFollowing the MoE policies and best practices in data collection and management for student records and ensuring that all files meet MoE standards and requirements, including maintaining Permanent Student Records. This includes making changes/updates to student/family demographic and medical information as provided/requested by parents; and maintaining current, up-to-date and accurate data in Core; tracking/monitoring visa documents, expiry dates and completeness of student records; and running an annual internal audit to ensure documents are up-to-dateFollowing the MoE announcements regarding curriculum changes, requirements and course updates, communicating with University Academic Counselors (UAC) and the Director of Senior School about changes/updates and ensuring school records reflect changes/updatesEnsuring records are ready for MoE audit (e.g. Legal Residency forms, birth certificates, medical alerts, etc.)Assisting in the Report Card process as requestedSupporting the Director of Senior School during timetabling as requestedSupporting Blackbaud processes in Enrollment Management and Academics, including:Updating/producing Queries and running reports as requested by Directors, Counselors and FacultyAssisting with student course requests and course changes (after approval of UAC)Adding/updating teacher schedules at the request of/after approval of the Director of Senior School.Managing/updating student homerooms, schedules, classrooms, house lists, awards, post-secondary decisions and programs as requested Sending out Medical Alerts for Senior School staff and students annually in SeptemberHelping prepare medical/emergency contacts for field trips and other times when students are off campus.Carrying out MoE 1701 processing and reporting in September and February. Initiating, reviewing and submitting TRAX, with the assistance of IT and the support and approval of School Directors, including any mandatory and extraordinary requests.Filing report cardsManaging the transfer credit evaluation process by receiving and reviewing proof of completion, with the assistance and approval of UAC and/or the Director of Senior School, then, after approval, uploading transfer credits to SIS.Assisting UAC with transcript requests as needed.Assisting with the maintenance of the transcript template with UAC, IT, and the Director of Senior SchoolAssisting in the course planning processAssisting in the tracking of post-secondary destinations and scholarship dataManaging file archive processOther duties as assigned, as approved by the Director of Enrollment Management and Associate Director of Admissions Admissions / Enrollment ManagementThe EMSRO is responsible for the efficient and effective operations of the system components of Admissions, including the coordination of cyclical activities and maintenance of accurate and complete data for all Admissions-related activities. The following tasks will be involved:Assisting in the planning and execution of annual Admissions eventsProcessing and managing new applications in BlackbaudManaging all Admissions files, paper and digitalAssisting in Admissions Assessments as needed, including invigilation and scoring/summarizing assessment dataAssisting with Admissions-related inquiries and toursCorresponding with applicant families via email, website or phoneAssisting in the maintenance of the Enrollment Management databaseAssisting with the gathering, organizing and presenting of Enrollment Management data and reportsUpdating other operational departments with enrollment numbers as neededOrganizing and managing Admissions-related parent and student interviewsAssisting with the Admissions acceptance/decision processAssisting with Enrollment Management communication/letters as requestedPreparing emails to be sent out to appropriate groups under the direction of Director of Enrollment ManagementAssisting in the onboarding process for new students and families, including managing information collection (e.g. new student/family forms), course planning, the Welcome Family program and other new parent/student orientation/transition activities as requestedAssisting as needed with other duties, such as coverage of the reception desk Qualitieshighly organized, and brings strong administrative and interpersonal skills, including discretion, diplomacy and confidentialitya strong work ethicstrong communication skills, verbal and writtendemonstrated ability to be self-directed and a problem solver, with the willingness and ability to take initiative to improve work processes QualificationsTwo to five years of experience in an administrative capacity and experience maintaining databases with strong customer service skills, are preferredThe ideal candidate has a post-secondary education in a related fieldPrevious experience in an independent school environment is preferredExperience using Blackbaud products such as Core is preferredIntermediate to expert ability working with database management and information systemsStrong knowledge of Word, Excel, PowerPoint and Google Suite products is requiredExperience with Student Information Systems is an assetBackground in customer service, hospitality or other events-related work is required Review our Please apply online . This posting will remain open until the position is filled. Qualified applicants are encouraged to apply as soon as possible, as applications will be reviewed as they arrive. We thank all candidates for their interest; however, only those selected for an interview will be contacted. Compensation: hourly rate of $37.35

Listed skills

• Customer service · Preferred
• Planning · Preferred
• management · Preferred
• Process · Preferred
• Communication · Preferred
• Reporting · Preferred
• Time · Preferred
• maintenance · Preferred
• Administrative · Preferred
• Audit · Preferred
• Communication Skills · Preferred
• Customer · Preferred

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