Assistant Registrar and Recruitment Coordinator

Position Description

In adherence with ICS academic policies, reporting to the Academic Dean, and collaborating with the Academic Registrar, the Assistant Registrar and Recruitment Coordinator contributes to the maintenance of student records, the management of student tuition and fee payments, the provision of documentation to students for taxation purposes, and—in further collaboration with the Communications Coordinator and the Program Directors—the recruitment of students. The Recruitment Coordinator will be the first in-person point of contact for many of the prospective students of the Institute.

About the Organization

The Institute for Christian Studies is an interdisciplinary graduate school where the gospel's message of renewal shapes our pursuit of wisdom. ICS is based in Toronto, and has a charter from the Government of Ontario to grant the MA and PhD in Philosophy and the Master of Worldview Studies (MWS) degrees. For more than 50 years, ICS has served those who wish to discern and follow redemptive paths of blessing by educating transformative leaders through a threefold strategic vision that includes teaching in our interdisciplinary graduate programs, research that addresses pressing issues in life and society, and community outreach that seeks to provide intellectual and spiritual nourishment to the wider public. 

Responsibilities

• • promote the mission, ethos, programs, and courses of the Institute for Christian Studies to potential students at every opportunity

  • work closely with Program Directors to set recruitment goals and develop and execute program-specific recruitment strategies

  • develop relationships with undergraduate institutions, community organizations, and employers to generate leads

  • conduct virtual information sessions and webinars, and maintain regular followup with prospective students through email campaigns, social media, and individual meetings

  • identify potential advertising and networking opportunities (graduate fairs, conferences, career expos, etc) and coordinate an ICS presence

  • manage online advertising campaigns using Google Search, Meta Advertising, and other relevant platforms

  • track and analyze recruitment data to measure effectiveness and refine strategies, and provide annual reports on applicant trends, enrollment data, and recruitment plans

  • utilize the Institute’s CRM (Hubspot) and Student Information System (ampEducator or Populi) to manage prospective student record

  • chair meetings of the Recruitment Crew, including creating agendas and tracking joint action items

  • manage a recruitment budget as annually approved

  • serve as the primary point of contact for students regarding financial issues, including answering questions, developing payment plans, and issuing proof of payment

  • issue enrolment agreements and/or invoices for student tuition and fees, receive payments for student tuition and fees, and issues receipts

  • issue reminders of overdue payments for student tuition and fees and alert the Academic Dean to overdue payments for student tuition and fees

  • issue T2202 forms and T4A slips to students for taxation purposes (in consultation with the Director of Finance)

  • assist the Academic Registrar with enrolment management, the maintenance of student records, and student registration procedures 

  • assist the Academic Registrar in planning and executing ICS events

  • serve as the primary administrator of the Institute’s community Discord server

  • create agendas, keep minutes, and manage action items for Academic Office meetings

  • strictly maintain the confidentiality of all student information

  • attend internal staff meetings and staff training as required

  • other duties as required from time to time

Qualifications

• • comfortable with building relationships with students

  • ability to work proactively (both independently and collaboratively), capable of prioritizing and managing a variety of tasks, and perform well under pressure

  • competency with Google Suite products 

  • familiarity with a student information system or database (preferably ampEducator or Populi)

  • familiarity with a customer relations management platform (preferably Hubspot) 

  • familiarity with Microsoft Office software (specifically Word and Excel), the Adobe Creative Suite, and the Zoom online video platform

  • strong written and oral communication skills

  • sound judgment, tact, and the ability to maintain confidentiality

  • post-secondary education would be an asset

  • experience in higher education administration would be an asset

Position Status

Part-time, 32 hours a week (including the provincially mandated breaks), with the exact scheduling of these hours to be determined in consultation between the Employee and the Academic Dean.