Student Records Database Assistant

Job Level
Entry-level position
Job Category
  • Systems / Operations
Job Status
Areas of Responsibility
  • Data / Database
  • Registrar
Reporting to the Director of Admissions, the Admissions Assistant, assists various steps and events within the admissions process as well as holds the responsibility of maintaining applicant and current student databases. The Admissions Assistant provides database and administrative support to the York House School Admissions office and to the University Admissions office. 
Student Information System - Technology:
The ideal candidate will possess strong technology skills as the database management requires a level of understanding and agility to manipulate data between software interfaces. Reporting will include data extrapolation and manipulation for a variety of purposes. 
  • Correspond with Development and Technology departments regarding any changes/problems or updates regarding Blackbaud Software system
  • Produce, edit and manage report card process for Term 1, Term 2 and Term 3
  • Blackbaud Admissions and Registrar’s office Management and upkeep including:
    • Student course request and course changes
    • Adding/updating teacher schedules
    • Managing/updating homeroom and house lists
    • Demographic changes to student, individuals and faculty
    • Updating/Adding Senior school schedule and room
    • Update/Produce Queries, reports class list
Student Records:
  • Manage student records ensuring that all files are up to Ministry standards
  • Ensure records are ready for Ministry audit (LR Forms, birth certificate, and medical alerts)
  • Update any demographic and medical updates/changes
  • Send out medical alerts for Little School, Junior School, and Senior School in September
  • Prepare medical/emergency contact for all field trips or students that will be off campus
  • Request Personal Education Numbers from the Ministry for all new students 
  • Request PR cards and student records from any new student past schools
  • Ministry 1704 reporting in September and February
  • Shared responsibility to file report cards along with the Receptionist.
  • Manage student appointments with the Director of University Admissions
  • Assist Director of University Admissions with printing transcripts, labels, and university visits. 
  • Assist Director of University Admissions with Advanced Placement, provincial exams, and PSAT testing. 
  • Edit and update YHS Academic Handbook 
  • Manage archive files and all requests for alumnae records and transcripts
  • Sort university admissions brochures and replace any old material
  • Enrollment forms maintenance and upkeep              
  • Other duties as assigned
  • Prepare for/organize and generally assist Director of Admissions with the following annual admissions events, which may be amended from time to time:
    • Admissions Coffee Mornings
    • Scholarship Information Evening
    • Little School Open House
    • Main Campus Open House
    • Admissions assessments
    • New Parents Welcome Evening
    • New Student Visit Day
    • Popsicles & Play
  • Process all new applicants, manage, and update their details and status in Blackbaud database
  • Manage all admissions files, paper and digital
  • Assist Director of Admissions 
  • Invigilate admissions assessments as needed
  • Assist Director of Admissions in marking/summarizing standardized assessment data to be analyzed by Learning Strategies teachers
  • Assist Director of Admissions with tours/general inquiries regarding admissions
  • Correspond with applicant families via email, website, or phone
  • Assist Director of Admissions with gathering, organizing and presenting admissions data for admissions reports
  • Update school numbers including withdrawn students and new enrollments
  • Organize and manage admissions-related parent and student interviews 
  • Prepare/manage decision letters and all other admissions-related letters
  • Prepare emails to be sent out to appropriate groups under the direction of Director of Admissions
  • Database maintenance and updates, research projects, following up with and assisting families, and conducting tours.  
  • Other duties as assigned 
  • Highly organized, and brings strong administrative and interpersonal skills, including discretion, diplomacy and confidentiality
  • A strong work ethic
  • Strong communication skills, verbal and written
  • Demonstrated ability to be self-directed and a problem solver 
  • Previous experience in an administrative capacity, experience maintaining databases, and strong customer service skills are preferred
  • The ideal candidate has a post-secondary education
  • Previous experience in an independent school environment is preferred
  • Experience using Blackbaud Education Edge is ideal
  • Intermediate to expert ability working with database management or information systems
  • A strong knowledge of Word, Excel, PowerPoint, Gmail and Google accounts portfolio is required
  • Experience with student Information systems and/or familiarity with Crystal Reports is an asset
  • Background in customer service, hospitality, or other events related work is required
A criminal record and vulnerable sector check is a requirement.  
Please send a cover letter and resume, with references to:
Heather Kuzsel, Director of Human Resources
Closing date: January 22, 2017
We thank all candidates in advance and will only contact those selected for an interview.