The Case Officer is the dedicated owner of every client’s visa and study permit case once the Letter of Acceptance is issued and tuition fees are confirmed, taking the file through document compilation, application preparation, IRCC submission, and final decision. Acting as the compliance and accuracy checkpoint between the Admissions Counselor, B2B Operations, and Collections teams on one side and IRCC on the other, this role ensures every application is filed “first-time right” and that no case stalls while awaiting a document, signature, or response. Success in this role is measured by application approval rates, on-time filing, and the ability to resolve procedural fairness letters and IRCC requests accurately and within deadline.
1. Case File Ownership: Take full ownership of each client’s visa/study permit case from LOA issuance and confirmed fee payment through to the final IRCC decision.
2. Document Compilation & Review: Collect, review, and verify all required supporting documents — GIC, medical exam, biometrics, statement of purpose, and financial evidence — for completeness and accuracy before filing.
3. Application Preparation:Complete IRCC application forms and supporting statements, ensuring every submission is tailored accurately to the client’s profile and pathway.
4. First-Time-Right Submission : Submit complete, error-free applications through the IRCC portal (including Student Direct Stream, where applicable), minimizing refusals, delays, and resubmissions.
5. Status Monitoring:: Track application status across the IRCC portal and internal CRM, flagging status changes, document requests, or refusals the moment they occur.
6. Procedural Fairness & Follow-Up Response: Prepare timely, accurate responses to procedural fairness letters, additional document requests, and other IRCC correspondence.
7. Client Communication : Keep students and, where relevant, agents informed of case progress, outstanding actions, and realistic timelines throughout the visa process.
8. Cross-Team Coordination: Confirm LOA, PAL, and payment status with Admissions, B2B Operations, and Collections before initiating filing, and resolve any gaps before submission.
9. Compliance & Standards : Ensure every application reflects current IRCC regulations, program-specific requirements, and internal quality checkpoints.
10. CRM Documentation & Reporting: Maintain accurate case notes and document records in the CRM for every file, and prepare regular reports on case status, approvals, refusals, and processing timelines.
• Education: Bachelor’s degree or Diploma in a related field; working knowledge of IRCC regulationsor progress toward RCIC designation is a strong asset.
• Experience: Minimum of 1–2 years in visa/immigration case processing, study permit filing, or a related role within the international education or immigration sector.
• IRCC Knowledge: Strong working knowledge of study permit and visa requirements, including SDS, GIC, biometrics, and medical exam processes.
• Attention to Detail: Proven ability to review complex documentation for completeness and accuracy under deadline pressure.
• Written Communication: CStrong written skills, with the ability to prepare clear, precise responses to IRCC correspondence and procedural fairness letters.
• Case Load Management: Demonstrated ability to manage a high volume of active case files simultaneously without letting deadlines slip.
• Case Management Discipline: The rigor to track every file from LOA to final decision without letting a single case fall through the cracks.
• Regulatory Fluency: Staying current with evolving IRCC policy and applying it correctly, case by case.
• Precision Under Pressure: Preparing error-free applications and IRCC responses within tight, non-negotiable deadlines.
• Client Reassurance: Communicating clearly and calmly with applicants navigating a high-stakes, anxiety-inducing process.
