Student Services Officer - Admissions
College of the North Atlantic - Qatar (CNA-Q)
Total years of experience :15 years, 3 Months
• Receives walk-in applicants, answers admissions queries and provides assistance with application procedures (mainly responsible with Health Sciences & IT programs)
• Assists with online reservation of placement exams
• Processes online/in person applications and determines eligibility inadherence to admission policies
• Encodes applications data to People Soft and carry out timely updates
• Verifies IELTS scores as an authorized user
• Runs system process to generate corresponding communication letters
• Prepares manual letters for tuition fees and Ministry validation requests
• Creates physical files, audits requirements and organize files
• Reactivates records for placement tests or returning students
• Transfers application to another program or term upon student’s request
• Follows up missing documents or requirements
• Liaises with instructional coordinators for reactivations, program capacity, waitlist, admitting of students and other concerns
• For School of Health Sciences where capacity is limited, closely monitors number of students to be admitted in each program and makes sure that part-time agreement form is signed before admitting part-time students
• Regularly checks ASK (Academic Scheduling Kit) for record fixes and waitlist numbers and ranking
• Performs clean-up of records every end of semester
• Attends phone calls, answers email queries through personal and Admissions email accounts
• Relays degrees related queries to the Career Counsellor for advise
• Occasionally assists in reception desk, various activities during registration period, awards/graduation ceremony, etc.
• Performs selected duties as delegated
Students with Special Needs
• Receives and evaluates academic requirements for eligibility
• Add special service indicator in PeopleSoft student record
• Requests for physical medical documentation and forward in a sealed envelope to the Accessibility Services Coordinator (ASC)
• Organizes initial meeting of student with the ASC
• If student is eligible, approved by the School Dean and endorsed to test by the ASC and the Testing Center, updates application status to
Test mode and informs student of the test schedule
• Updates PeopleSoft application status and informs the ASC of the placement test results and that student has been added to the waitlist
for admission
• Notifies the School Instructional Coordinator (IC) to set necessary blocks and student class schedule
• Maintains AES excel sheet in SharePoint for status updates
• Involved in drafting AES (Additional Educational Support) Process document along with the Counselling, the Testing Center and the Registrar’s Office teams
• Provides reception and administrative support to the Office of Admissions
• Receives a high volume of documentation in person and by mail
• Screens, logs and prioritizes incoming application supporting documentation
• Maintains and creates both physical and electronic secure filing systems while preserving strict confidentiality
• Utilizes advanced computer skills in support of efficiency and accuracy of document administration
• Meets tight deadlines in a fast-paced environment
• Other duties as assigned
Training
• Collates training requests, reviews requirements and calculates budget for necessary approvals
• Processes registrations, follows up status and arranges payments
• Books flights, lodging, transfers and processes visa when needed
• Assists staffs with their training needs and serves as a point of contact with the training institutions
• Researches for alternative competitive training courses where needed for better cost and value
• Upholds the company’s training calendar, master file and archive
• Orients interns, arranges premises and carpark access, processes allowance payments and prepares reference letters
• Supports training manager with in-house/online/various training needs
Recruitment & Administration
• Collects/scans, screens, sorts and encodes applicants/referral CVs to the database and shortlists upon request
• Where required, liaises with the department and shortlisted candidates and arranges interviews
• Maintains records/files of interviews, interviews feedback and job descriptions for recruitment process
• Answers phone calls, relay messages, responds to queries and transfers calls to relative staffs
• Receives, sorts and distributes mails; sends courier
• Encodes staffs leave requests and provides necessary reports & analysis extracted from the Leave System Database
• Reviews lieu claims for approval, encodes to system and sends updates
• Updates attendance system by encoding staffs manual log, business trip, training and change in schedule/roster and generates reports
• Monitors staffs attendance and sends routine queries and reminders
• Liaises with IT to ensure that the intranet directory, email distribution lists and staffs emergency contact details are up to date
• Assists with staffs medical insurance queries and claims
• Involves in SharePoint, Leave and Time/Attendance and Recruitment systems enhancement
• Requests/replenishes stationery where required
• Regularly files and scans documents for the department's easy reference
• Types correspondence and performs other tasks upon request
GPA: 2.0 On-the-Job-Training (300 hours) Nov ‘03 - Feb ‘04 PNB – Valenzuela Branch, Malinta, Valenzuela City, Phils.