Banff Centre Admissions and Registration Coordinator

Banff Centre for Arts and Creativity
Banff, AB
$25.25–$26.51 an hour


Housing allowance
Full job description
Admissions and Registration Coordinator
This is a termed position until September 9, 2024

Banff Centre for Arts and Creativity aims to inspire everyone who attends our campus – artists, leaders, and thinkers – to unleash their creative potential.

We acknowledge, with deep respect and gratitude, our home on the side of Sacred Buffalo Guardian Mountain. In the spirit of respect and truth, we honour and acknowledge the Banff area, known as “Minhrpa” (translated in Stoney Nakoda as “the waterfalls”) and the Treaty 7 territory and oral practices of the Îyârhe Nakoda (Stoney Nakoda) – comprised of the Bearspaw, Chiniki, and Goodstoney Nation – as well as the Tsuut’ina First Nation and the Blackfoot Confederacy comprised of the Siksika, Piikani, Kainai. We acknowledge that this territory is home to the Shuswap Nations, Ktunaxa Nations, and Metis Nation of Alberta, Region 3. We acknowledge all Nations who live, work, and play, help us steward this land, and honour and celebrate this place.

The Opportunity
Each year, Banff Centre for Arts and Creativity attracts thousands of artists, faculty, and community leaders from around the world by offering unique and specialized professional development programs. Banff Centre is deeply committed to, and has a globally respected track record of, advancing artists and leaders of all kinds and at all stages of their careers, showcasing their work to audiences, and inspiring them to make unique contributions which enrich the world.

The Admissions and Registration Coordinator (ARC) is responsible for all administrative aspects of applicant and student affairs, including: providing admissions and application advice, preparing programs for adjudication, processing student registration, applying financial aid, managing student accounts, building program webpages, archiving, and general administration of records.

Roles and Responsibilities
Reporting to the Manager, Admissions and Recruitment, below are some key accountabilities:

Work with Program Areas, Recruitment and Marketing to build, review and update program texts and information for program web pages.
Understand and interpret the program adjudication requirements and then implement and build the appropriate framework in the adjudication software tool for recruitment.
Manages enquiries for their portfolio and provides informed telephone/written communication responses with candidates at all stages of the admission process.
Offer admission guidance to potential applicants; helping identify relevant programming and then supporting applicants in their portfolio submission.
Responsible for all aspects of the administrative interaction with applicants/students, including monitoring and collection of all applicable financial and legal agreements.
Monitor and process all applications for the program areas within their portfolio assignments.
Prepares the applications requiring adjudication by the artistic directors/faculty/external reviewers and/or program manager, including managing access to adjudication software environments.
Monitor the rate of confirmation, control wait-lists and works directly with their assigned programs to deliver the appropriate number of students into the program.
Provides applicants technical support for the Student Portal, adjudication software, and online payment processing, including troubleshooting, diagnosis, and rectification.
Coordinates and provides information on the processing of fees, tuition, accommodation and meal plans, and scholarship allocation on student accounts.
Acts as the first point of contact for students requiring effective interpretation of the financial aid policies including understanding of current Canada Revenue Agency guidelines relevant to post-secondary scholarship and tuition.
Responsible for all clerical aspects of registration for the appropriate programming department(s) including the processing of applications, correspondence as required, and other records related to student accounts.
Produce transcripts and official records as required.
Create and maintain historical records for all students and programs, in compliance with the records retention policy.
Identify new requirements and enhancements for the Student Information System, Contact Relationship Management, Student Portal and Website.
Create special projects, which may include market research, surveys, in-house systems improvements analysis, and student financial aid studies.
Qualifications and Educational Requirements
3+ years of administrative experience, preferably in a post-secondary environment.
Sound understanding of basic financial accounting and registration processes.
Proficient with Microsoft Office suite of productions (e.g. Word, Excel, Outlook.)
Ability to learn new database and software programs allowing for continuing business process improvement and to participate during periods of change.
Experience with student information systems is preferred.
Effective written and oral communications skills.
Strong interpersonal skills are required to diplomatically explain processes and procedures.
Demonstrated experience in problem solving in a team setting; and will be organized and possess strong time management skills.
Ability to manage complex document production, to work with accuracy and attention to detail, and to multi-task and work with critical deadlines in a fast-paced environment.
Employment Terms and Benefits
In accordance with CUPE 4318, this is a unionized, hourly support staff position, subject to a 500-hour probationary period.
The wage for this position is between $25.25 and $26.51 per hour, depending on experience.
This is a termed position until September 2024.
Benefits of working at Banff Centre are:
Transitional staff housing options (based on availability)
Professional development
Staff cafeteria and restaurant discounts
Onsite fitness facility at a discounted rate – first month free for new staff!
Application Process
We are accepting applications for the Admissions and Registration Coordinator position until a suitable candidate has been found.
Candidates offered a position with Banff Centre, in this capacity, will be required to obtain a criminal record check verifying a clear record before a final job offer can be finalized.
Visa Requirements: Banff Centre is unable to assist candidates in obtaining Canadian work authorization. Candidates must be legally eligible to work in Canada.
Commitment to Diversity

Banff Centre for Arts and Creativity is committed to creating an equitable, diverse, and inclusive campus for students, faculty, staff and visitors. Guided by our values, Banff Centre is rooted in Alberta with provincial, national and global impact. Our strength arises from inclusion; the diversity of people, ideas, perspectives, and cultural backgrounds in our work and team. We encourage women; First Nations, Métis and Inuit persons; members of visible minority groups; persons with disabilities; persons of any sexual orientation or gender identity and expression to apply.

FOIP Statement

Banff Centre for Arts and Creativity, through its third-party vendor, collects and stores information applicable to the candidate profile you create when you submit the information asked for above. The use and disclosure of the collected information is for the sole purpose of job search and placement activities for Banff Centre. The information is subject to the Freedom of Information and Protection of Privacy Act. The information will be retained and when disposed of it is done so in a secure matter.