Enrollment Management & Student Records Officer

Enrollment Management & Student Records Officer

Full Time - Temporary Contract (Maternity leave coverage)

From January/February, 2027 to February, 2028

About York House School

It all began on the corner of Granville and 28th where seven fearless women welcomed 17 students to the very first York House School in 1932. Nearly a century later, thousands of students have found their unique path and purpose at YHS. Our School has since grown into one of Canada’s leading independent schools for girls. Today, we serve approximately 700 students from Junior Kindergarten to Grade 12.

At York House School, our Vision is clear: seeing the world as it is, and imagining what it could be, we aspire to create a transformational experience for students who are empowered to reshape the future.

Our Mission

We are dedicated to creating an environment that elevates the mind, celebrates uniqueness, inspires creativity, and encourages discourse.

Why Join Us?

At York House School, we’re fostering a learning environment where creative exploration, courageous conversation and deep intellectual engagement are equally celebrated. This bold approach requires a highly skilled, diverse and energetic team of committed faculty and staff. Please check out our Spark Strategic Plan to learn more.

If you are passionate about education, excited by the opportunity to inspire future leaders, and eager to be part of a vibrant, forward-thinking community, we would love to hear from you

About this Role

Reporting to the Associate Director of Admissions, the Enrollment Management and Student Records Officer (EMSRO) is a member of the Enrollment Management team and assists with specific tasks and events for the Enrollment Management team. In addition, the EMSRO holds the responsibility of maintaining applicant and current student information in the Student Information System (SIS). The EMSRO organizes, administers, updates and oversees records and information in the SIS from admission to graduation based on the Ministry of Education (MoE) guidelines, and provides administrative support and reports to the YHS Enrollment Management office, the University Admissions office, the Director of Senior School and other School Directors as requested.

Responsibilities

Student Records

The ideal candidate possesses strong technology skills as database management of the SIS requires understanding and agility to manipulate data between software interfaces. Reporting will include data extrapolation and manipulation for a variety of purposes. In addition, the candidate must have excellent interpersonal and communication skills in order to work with others effectively in the management and use of the Student Information System.

The following tasks will be involved:

· Ongoing maintenance and clean up of the SIS database, including corresponding with Advancement and Technology (IT) departments regarding any changes/problems/updates regarding the Blackbaud software system

· Liaising with the IT team to extract data, build reports, and ensure consistent data preparation and analysis as requested

· Assisting in the onboarding process of new students by requesting/managing Personal Education Numbers from the Ministry of Education (MoE), Permanent Student Records from the previous school, PR cards, if applicable

· Following the MoE policies and best practices in data collection and management for student records and ensuring that all files meet MoE standards and requirements, including maintaining Permanent Student Records. This includes making changes/updates to student/family demographic and medical information as provided/requested by parents; and maintaining current, up-to-date and accurate data in Core; tracking/monitoring visa documents, expiry dates and completeness of student records; and running an annual internal audit to ensure documents are up-to-date

· Following the MoE announcements regarding curriculum changes, requirements and course updates, communicating with University Academic Counselors (UAC) and the Director of Senior School about changes/updates and ensuring school records reflect changes/updates

· Ensuring records are ready for MoE audit (e.g. Legal Residency forms, birth certificates, medical alerts, etc.)

· Assisting in the Report Card process as requested

· Supporting the Director of Senior School during timetabling as requested

· Supporting Blackbaud processes in Enrollment Management and Academics, including:

• Updating/producing Queries and running reports as requested by Directors, Counselors and Faculty
• Assisting with student course requests and course changes (after approval of UAC)
• Adding/updating teacher schedules at the request of/after approval of the Director of Senior School.
• Managing/updating student homerooms, schedules, classrooms, house lists, awards, post-secondary decisions and programs as requested

· Sending out Medical Alerts for Senior School staff and students annually in September

· Helping prepare medical/emergency contacts for field trips and other times when students are off campus.

· Carrying out MoE 1701 processing and reporting in September and February.

· Initiating, reviewing and submitting TRAX, with the assistance of IT and the support and approval of School Directors, including any mandatory and extraordinary requests.

· Filing report cards

· Managing the transfer credit evaluation process by receiving and reviewing proof of completion, with the assistance and approval of UAC and/or the Director of Senior School, then, after approval, uploading transfer credits to SIS.

· Assisting UAC with transcript requests as needed.

· Assisting with the maintenance of the transcript template with UAC, IT, and the Director of Senior School

· Assisting in the course planning process

· Assisting in the tracking of post-secondary destinations and scholarship data

· Managing file archive process

· Other duties as assigned, as approved by the Director of Enrollment Management and Associate Director of Admissions

Admissions / Enrollment Management

The EMSRO is responsible for the efficient and effective operations of the system components of Admissions, including the coordination of cyclical activities and maintenance of accurate and complete data for all Admissions-related activities.

The following tasks will be involved:

• Assisting in the planning and execution of annual Admissions events
• Processing and managing new applications in Blackbaud
• Managing all Admissions files, paper and digital
• Assisting in Admissions Assessments as needed, including invigilation and scoring/summarizing assessment data
• Assisting with Admissions-related inquiries and tours
• Corresponding with applicant families via email, website or phone
• Assisting in the maintenance of the Enrollment Management database
• Assisting with the gathering, organizing and presenting of Enrollment Management data and reports
• Updating other operational departments with enrollment numbers as needed
• Organizing and managing Admissions-related parent and student interviews
• Assisting with the Admissions acceptance/decision process
• Assisting with Enrollment Management communication/letters as requested
• Preparing emails to be sent out to appropriate groups under the direction of Director of Enrollment Management
• Assisting in the onboarding process for new students and families, including managing information collection (e.g. new student/family forms), course planning, the Welcome Family program and other new parent/student orientation/transition activities as requested
• Assisting as needed with other duties, such as coverage of the reception desk

Qualities

• 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, with the willingness and ability to take initiative to improve work processes

Qualifications

• Two to five years of experience in an administrative capacity and experience maintaining databases with strong customer service skills, are preferred
• The ideal candidate has a post-secondary education in a related field
• Previous experience in an independent school environment is preferred
• Experience using Blackbaud products such as Core is preferred
• Intermediate to expert ability working with database management and information systems
• Strong knowledge of Word, Excel, PowerPoint and Google Suite products is required
• Experience with Student Information Systems is an asset
• Background in customer service, hospitality or other events-related work is required