The Office of the Registrar is looking for a highly-organized and skilled person to come join our team.
Division
Vice-President Students
Department
Registration and Admissions
Campus
Nanaimo campus *Successful candidates must be able to attend in person on campus as required.
Location
Nanaimo, British Columbia
Appointment Type
temporary full-time
Workload
35 hours per week
Pay Level
CUPE 10: $34.23 per hour
Appointment Start Date
21-Sep-2026
Appointment End Date
01-Dec-2026
Leave Replacement
Appointment may be extended or end early, depending on return of incumbent.
Applicant Documents
CV/Resume, Cover Letter, Qualifications , Name and contact information of recent supervisors willing to provide a reference
Duties:
The Admissions Officer (AO) plays a vital role as the main point of contact for prospective and current students, faculty, staff, and the public. AOs provide personalized guidance throughout the application process, influencing prospective students' decisions to study at VIU. This demanding role requires strong communication, problem-solving, and customer service skills in handling admissions, credential assessment, enrolment management, and registration in a diverse intercultural environment.
Responsibilities include: assessing applications to ensure admission requirements have been met, issuing and following up with admission offers, performing transfer credit and pre-requisite assessments, tracking ESL completion dates related to conditional offers of admission, monitoring program capacities, forecasting enrolment trends, and recommending when to open/close EducationPlannerBC (EPBC). AOs conduct thorough document analysis from various countries and stay updated on study permit trends.
They also coordinate and participate in admissions and recruitment events, maintain high attention to detail, and produce professional correspondence representing VIU. AOs engage with a wide range of stakeholders (including applicants and students, their parents, sponsors, and VIU faculty and staff), responding effectively to complex inquiries and resolving confrontational discussions with tact and diplomacy. Their decisions involve investigative questioning and considering multiple options to suit each scenario appropriately.
Required Qualifications:
Bachelor's degree from an appropriately accredited institution, or equivalent, and 3 years of recent relevant experience. An equivalent combination of education and experience may be considered. Customer service experience is required. Post-secondary experience in admissions or other related departments, or in a comparable large organization.
- Intermediate competence using Microsoft Office applications including Microsoft Windows, MS Word, MS Excel, MS Outlook, MS Teams, and the Internet.
- Intermediate-level keyboarding speed of 50 wpm.
- Able to work independently and as a member of a team.
- Excellent communication and customer service skills.
- Ability to work in a dynamic, fast-paced environment.
Preferred Qualifications:
- Experience with Student Record System or similar database system. Experience with the VIU Student Ledger system and online student record. Knowledge of VIU programs and registration procedures.
- Fluency in a second language.
- Experience working in a multi-cultural or international setting, along with experience working with individuals whose first language is not English.
- Knowledge of student recruitment and retention issues.
- Experience reviewing international documents and converting international grades to Canadian equivalencies.
- Experience in detecting fraudulent documents.
- Experience using student registration systems and databases.
- Knowledge of immigration processes as they relate to study permits.
- Knowledge and familiarity with VIU and its programs.
VIU is pleased to offer eligible employees a comprehensive benefit plan; ample paid holiday time; professional development opportunities and a desirable pension plan. As part of the VIU campus community, our employees work with supportive colleagues within an encouraging environment and are provided with the tools and training that promote learning and development. The perks of VIU employment are multiple, and include well-being initiatives and services, strategic discounts, and flexible work opportunities.
Note:
- Short-listed candidates must provide original transcripts, or applicable original certifications at time of interview.
- All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
- Vancouver Island University (VIU) is collectively committed to building and sustaining a diverse and inclusive working and learning environment for faculty, staff, and students. In our journey towards greater diversity, we invite applications from members of equity-seeking communities including women, racialized and Indigenous persons, persons with disabilities, persons of all gender identities and sexual orientations who bring value to the VIU community through their lived experiences. We encourage members of all equity-seeking groups to self-identify within their application cover letter. When a candidate voluntarily discloses this information in their cover letter, the information will be used only for the fulfillment of the career opportunity. Disclosure and/or self-identification with an equity-seeking group will not lead to advantageous treatment of a candidate who is not qualified.
