Role: Academic Administrative Assistant

Reports to: Director of Studies

Location: Vancouver, BC

Description:

ILSC Vancouver Language School is amongst the largest and fastest-growing language schools in Canada, known for the quality, rigor and variety of programs that are tailored to best meet international student needs and interests. The Academic Administrative Assistant supports the ILSC Academic Team (Director of Studies, Assistant Director of Studies) in ensuring the ILSC mission of a transformative learning and living environment for students and staff is consistently upheld at all locations. Reporting to the Director of Studies, ILSC Vancouver, the Academic Administrative Assistant is part of the ILSC Academic Team and is responsible for all aspects of student administration and back-end support, working closely with the team to support the enrolment needs of current, prospective, and former students.

Job Duties:

The duties of this position include, but are not limited to:

• Ensuring the smooth delivery of and consistent outcomes for academic administrative operations
• Communicating effectively with students
• Assisting with and creating student placements in student database (Odyssey)
  • Programming Odyssey with session programs, courses, and classes
  • Assisting with student scheduling and timetables
  • Liaising with the Academic Team for consultation on specific cases
• Supporting Academic Team with the weekly orientation process for new students
  • assisting with delivery of intake tests,
  • assisting with academic processes for Day 1 Orientation, adding academic information to student profiles, creating student allocations and placements
• Actioning student requests sent through e-Services or redirecting to appropriate teams
• Issuing 1st and 2nd Academic Attendance warnings
  • Setting up meetings with the DoS & students when a 3rd attendance warning is needed
• Reaching out to students based on Learner feedback comments, survey responses submitted during the 1st week of classes and end of classes
  • Scheduling meetings with Assistant Director of Studies as needed
• Keeping book inventories, and creating purchase orders for new stock. Restocking book room once deliveries arrive.
  • Organizing and keeping up-to-date stock inventories
• Support to teachers:
  • Providing teachers with classroom and student books
  • Ensuring prep rooms are stocked with teaching resources such as photo copy paper, whiteboard markets etc.
  • Support with general technical issues in the classroom
• Continually reviewing and improving processes and procedures, including embracing innovation from both internal and external sources
• Liaising with and supporting other departments within ILSC Education Group, in mutual support of the school functions, including, but not exclusively, advisors, registrars, accommodation and sales
• Assisting the Academic Team with other assigned tasks
• Other related duties or projects as determined by the Director of Studies

• Other duties as assigned

Essential Qualifications, Skills, and Attributes:

• Strong communication and customer service skills;
• Ability to multitask with strong attention to detail;
• Excellent organizational and computer skills;
• Proactive with strong problem solving and critical thinking skills;
• Demonstrated ability to work with people from diverse backgrounds;
• Demonstrated ability to work as part of a dynamic team.

Education and Experience Required

• 1 year of experience in an administrative role
• Experience using current technology tools and platforms including Outlook, Microsoft office suite, including Excel, is required.
• Experience using Microsoft Teams, SharePoint, and databases (ie. Learning Management Systems) would be an asset.
• Experience working in an international education environment is an asset.

Contact Information:

While we thank all applicants, only those who are shortlisted will be contacted.

About ILSC

A world leader in language education & vocational training, ILSC Education Group, which opened its first language school in Vancouver, Canada in 1991 and Greystone College in 2002, offers life-changing educational experiences in Canada, Australia, and India, some of the world’s most attractive and popular English-speaking work and study destinations. Since opening its first school in Vancouver, BC, Canada, ILSC has become a world leader in language and career training and has grown to include 8 incredible locations around the world, in Vancouver, Toronto and Montréal, Canada; New Delhi, India; and Brisbane, Sydney, Melbourne, and Adelaide, Australia.

In early 2022, ILSC Education Group joined forces with ELS Education Services, bringing together over 100 years of combined experience delivering life-changing learning experiences to international students. Since 1961, when ELS Educational Services opened its first school in Washington DC, ELS has developed a global reputation for delivering top-quality English language programs. ELS now has the most extensive network of on-campus English language programs and University partners, across the USA.

Our mission is to provide our global community with transformative learning, living and work experiences by offering the finest language, career and higher education programs.

Our Core Values

• PASSION: To enrich & transform people’s lives

• INNOVATION: To evolve through creativity & diversity

• RESPECT: To treat everyone with compassion & dignity

• COLLABORATION: To build community & achieve more together

• INTEGRITY: To act responsibly & ethically in everything we do

In accordance with ILSC’s Accessibility policy, ILSC is committed to providing a barrier-free environment.