Admissions Representative

Position Overview

The Admissions Representative advances Bahamas Technical and Vocational Institute’s (BTVI’s) student-centred vision by serving as the point of contact for prospective students, their families, and community partners across Grand Bahama and the Family Islands (with systemwide support as needed). The role ensures an exceptional customer experience by providing timely, accurate information on BTVI programmes, admission requirements, and key dates, and by effectively guiding prospects from initial enquiry through application and registration.

When processing new student applications, the Admissions Representative is expected to be meticulous, follow up promptly, and maintain accurate, comprehensive records in the Student Information System (SIS). As a member of the Office of Registrar Team, working closely with Academic Affairs, Student Affairs, and the Finance Divisions, the Admissions Representative ensures policy-compliant processing. Success in this role requires professional communication, strong attention to detail, confidentiality with student information, and the ability to meet deadlines.

Key Responsibilities

Admissions Support

• Assist prospective students with departmental and institutional information in a warm, friendly, and professional manner, using active listening and problem- solving techniques.
• Offer detailed information about BTVI’s programmes, admissions criteria, financial aid opportunities, and other relevant services.
• Remain updated on changes to the institution’s programmes, policies, and admissions requirements.
• Guide prospective students through the online application process.
• Ensure information requests from incoming phone calls and emails are responded to appropriately and in a timely fashion and are seen through to resolution.
• Review applications for completeness and accuracy, ensuring all required documents are received.
• Accurately batch, process, and update information in the Student Information System (Empower(c)) Admissions module and on the web portal.
• Process Exemptions for International and National Examinations.
• As directed by the Admissions Officer, perform the semesterly admissions records cleanup.
• Maintain accurate and organised records of all interactions with prospective students.
• Utilise the modules in the Student Information System (Empower(c)) and web portal to complete tasks and run reports as directed.
• Debrief regularly with the Admissions Officer and Registrar and offer feedback and suggestions to improve the admissions process based on observations and interactions with prospective students.
• Perform any other reasonable duties as assigned.

Recruitment / Institutional Support

• As needed, assist the Recruitment Officer(s) under the direction of the Admissions Officer and/or Registrar.
• Ensure availability during peak periods, such as commencement and registration and provide assistance as needed.
• Provide Student Records support as needed.
• Maintain the confidentiality of all student records and departmental information.
• Review and process requests for Enrolment Verification Letters and/or Official Transcript requests submitted via Parchment Services(c).

Required Qualifications and Experience

• Associate Degree in Business Administration, Information Technology, or a related field. A Bachelor’s degree is a plus. A valid Driver’s License is required.

Skills/Abilities

• Ability to communicate effectively in both oral and written form.
• Ability to handle difficult and stressful situations with professional composure.
• Ability to maintain effective interpersonal relationships, both internally and externally.
• Ability to work independently and collaboratively in a fast-paced environment.
• Ensures precise, error-free data entry and updates.
• Ability to handle highly confidential information.
• Strong computer skills, including proficiency in Microsoft Office Suite.
• Capacity to learn Student Information Systems.