Admission and Registration Advisor

Red Deer Polytechnic; Red Deer; On-site; CAD 60,000 - 90,000; Full time

Job summary

Red Deer Polytechnic in Alberta is seeking an Admission and Registration Advisor to provide enrolment services for credit, non-credit, and apprenticeship programs. The role involves evaluating transcripts, advising applicants, and guiding students through admission and registration processes using Banner and related systems.

You will support international and domestic students, maintain data accuracy in Banner, and contribute to enrollment management goals in a fast-paced, college environment.

Qualifications

• Four (4) year undergraduate degree, or three (3) year undergraduate degree plus one full additional year of university in a related program representing four years of study or equivalent.
• Minimum of 3-5 years of relevant experience
• Three to five years related experience in a post-secondary environment preferably within an Office of the Registrar providing service to students and the public.
• Advanced proficiency in the use of integrated database systems, MSO 365, external systems, and related reporting software required (Banner, Cognos, Transcript Manager, APAS, ATOMS and ELP/Test Verification systems)
• Experience working in a high volume, fast-paced environment with the ability to prioritize and organize tasks and effectively manage time.
• Demonstrated communication skills to provide concise written and verbal direction to a diverse population of students, staff, and the public.
• Ability to analyze complex information and make decisions within scope of authority.

Responsibilities

• Determines eligibility for admission to programs making admission decisions based on transcripts, self-declared grades, and test results.
• Conducts research on international education systems and updates internal assessment guides for equivalency and admission decision-making.
• Assesses complicated and diverse transcripts and documents from Canadian and international education systems.
• Evaluates high school and post-secondary (domestic and international) transcripts for admission requirements and assignment of transfer credit.
• Processes in Banner international documents to request Letter of Acceptance and Provincial Attestation Letters required for international study permit applications.
• Monitors and reports suspected fraudulent applications, transcripts and/or documents.
• Advises apprenticeship, credit, non-credit, and collaborative applicants and students on application, admission, and registration processes.
• Accesses transcripts using the Transcript Manager system and resolves issues related to the system.
• Accesses the Alberta provincial Data Collection and Reporting (DCaR) application to locate and verify the Alberta Student Number to assist with troubleshooting transcript problems.
• Enters transcript information into the student record in Banner.
• Makes admission decisions based on transcripts and self-declared courses using established admission criteria.
• Enters applicant’s admission and personal information accurately into Banner.
• Communicates admission decision to applicant through comments in Banner. Identifies program alternatives if applicant is not admissible to a program of choice.
• Collects and builds pre-set blocks/patterns to register admitted students into courses for pre-set certificate, diploma, and degree credit programs.
• Registers credit students into courses using Banner.
• Monitors and maintains both program and course waitlists for Credit and Apprenticeship programs.
• Registers Apprenticeship students in Banner and ATOMS (Apprenticeship Registration System) via phone, email, or in person.
• Receives, processes, and resolves problems with web applications.
• Communicates with Schools and/or SCC Liaisons to resolve scheduling conflicts.
• Follow up on outstanding Apprentice tuition.
• Monitors and reports errors resulting from admission or registration processes.

Skills

Communication skills

Analytical thinking

Time management

Prioritization

Education

Bachelor's degree or equivalent

Tools

Banner

Cognos

Transcript Manager

APAS

ATOMS

ELP/Test Verification

MS Office 365

Job description

Position Summary

The Admission and Registration Advisor (ARA) provides enrollment services for credit, non-credit, and apprenticeship programs. The ARA supports the achievement of strategic enrollment management goals through the provision of timely recruitment, admission, registration and information services. The ARA is responsible for evaluating and assessing transcripts, documents, test results, and transfer credit for the purpose of determining eligibility for admission into programs. The ARA works in a fast-paced and technology-driven environment to provide in-depth information, advice, and referrals to prospective and current students, faculty, staff, and the public. The ARA takes a student-centred approach to delivering services while maintaining confidentiality of personal and financial information.

Position Responsibilities

Enrolment Services

• Determines eligibility for admission to programs making admission decisions based on transcripts, self-declared grades, and test results.
• Conducts research on international education systems and updates internal assessment guides for equivalency and admission decision-making.
• Assesses complicated and diverse transcripts and documents from Canadian and international education systems.
• Evaluates high school and post-secondary (domestic and international) transcripts for admission requirements and assignment of transfer credit.
• Processes in Banner international documents to request Letter of Acceptance and Provincial Attestation Letters required for international study permit applications.
• Monitors and reports suspected fraudulent applications, transcripts and/or documents.
• Advises apprenticeship, credit, non-credit, and collaborative applicants and students on application, admission, and registration processes.
• Accesses transcripts using the Transcript Manager system and resolves issues related to the system.
• Accesses the Alberta provincial Data Collection and Reporting (DCaR) application to locate and verify the Alberta Student Number to assist with troubleshooting transcript problems.
• Enters transcript information into the student record in Banner.
• Makes admission decisions based on transcripts and self-declared courses using established admission criteria.
• Enters applicant’s admission and personal information accurately into Banner.
• Communicates admission decision to applicant through comments in Banner. Identifies program alternatives if applicant is not admissible to a program of choice.
• Collects and builds pre-set blocks/patterns to register admitted students into courses for pre-set certificate, diploma, and degree credit programs.
• Registers credit students into courses using Banner.
• Monitors and maintains both program and course waitlists for Credit and Apprenticeship programs.
• Registers Apprenticeship students in Banner and ATOMS (Apprenticeship Registration System) via phone, email, or in person.
• Receives, processes, and resolves problems with web applications.
• Communicates with Schools and/or SCC Liaisons to resolve scheduling conflicts.
• Follow up on outstanding Apprentice tuition.
• Monitors and reports errors resulting from admission or registration processes.

Recruitment Services

• Stewards prospective student leads from recruitment activities and inquiries received via phone, email or in person.
• Converts leads to applicants by identifying next steps (application, admission, registration, and course scheduling) referring to SCC staff as required.
• Responds to inquiries from staff, faculty, students, prospective students and the public.
• Responds to inquiries from multiple email accounts for domestic, international, and apprenticeship students.
• Sorts all incoming mail including applications and transcripts and actions accordingly.
• Provides accurate information about admissions, registration, Red Deer Polytechnic, Office of the Registrar, Apprenticeship, Credit and Non-Credit programs and services.
• Markets and promotes programs and courses by providing forms, web links, registration information and other types of information.
• Provides information to international students including international document requirements and deadlines.
• Ensures online information is current and accessible to clients by reviewing web content regularly, bringing errors to the attention of Marketing & Communications, and making suggestions to increase clarity.
• Collects and maintains e-inventory of resource materials for admission and registration.
• Conducts reminder and eligibility robo-calls and mass emails for prospective and current students, including apprenticeship.
• Assists with conversion and retention activities and tactics in support of strategic enrolment initiatives including the delivery of New Student Orientation and Open House.
• Assists with Convocation ceremony.

Advisory and Information Services

• Recommends alternative programs for students and presents options based on individual student’s transcript.
• Refers students to appropriate external agencies including Immigration, Refugee, Citizenship Canada (IRCC) or the International Education Office.
• Provides support and referral services to distressed students, clients, and staff.
• Conducts research to provide complete and accurate answers to inquiries from students, faculty, and the public. Inquiries are often not related to admission and registration.
• Assists students with coordinating schedules/timetable.
• Troubleshoot MyRDP (student portal) access problems.
• Monitors online information for currency and accessibility to clients by reviewing web content regularly, bringing errors to the attention of Marketing & Communications, and making suggestions to increase clarity.

Training, Policy Application, and Process Development

• Applies academic and administrative policies for admitting and registering students.
• Recommends changes to policies and procedures.
• Develops and improves processes.
• Assists in orienting and training ARA’s in day-to-day operations.
• Collaborates in the development of training resources to support admission and registration of students.
• Shares knowledge and informs staff and faculty about policies and procedures.
• Generates and processes internal reports.
• Coordinates workflow between areas within the Office of the Registrar.
• Contributes to and promotes a safe, respectful, and inclusive work and learning environment by adhering to RDP policies and procedures and engaging in mandatory professional development activities.

Records and Inventory Management

• Completes filing, email, and record archiving ensuring FOIPP guidelines are met and in accordance with Red Deer Polytechnic Records Management system.
• Accesses and maintains confidential student files and materials.
• Generates reports from Banner and Cognos related to inquiries/prospective students.
• Maintain office supplies and program information which also consists of ordering, editing and proofreading.
• Order forms and office supplies.

Required Qualifications

• Four (4) year undergraduate degree, or three (3) year undergraduate degree plus one full additional year of university in a related program representing four years of study or equivalent. Ideally in Business Administration, Information Technology, Arts or Education.
• Minimum of 3-5 years of relevant experience
• Three to five years related experience in a post-secondary environment preferably within an Office of the Registrar providing service to students and the public.
• Advanced proficiency in the use of integrated database systems, MSO 365, external systems, and related reporting software required (Banner, Cognos, Transcript Manager, APAS, ATOMS and ELP/Test Verification systems)
• Experience working in a high volume, fast-paced environment with the ability to prioritize and organize tasks and effectively manage time.
• Demonstrated communication skills to provide concise written and verbal direction to a diverse population of students, staff, and the public.
• Ability to analyze complex information and make decisions within scope of authority.

Benefits and Compensation Information

Red Deer Polytechnic offers a comprehensive benefits package including extended health and dental care through Blue Cross, access to a health spending account, pension plan, Employee & Family Assistance Program, generous vacation allotments, credit tuition waivers and opportunities for professional development funding. Additional time off due to Institution closures between Christmas and New Year general holidays.

*Eligibility to access the above-mentioned benefits is dependent upon the AUPE Collective Agreement and related RDP policies.

Desired Start Date

November 9, 2026

Position End Date (if term-certain)

June 30, 2029

Hours of work

8:30 a.m. to 4:30 p.m., Monday to Friday, 35 hours per week

Note to Applicant

Red Deer Polytechnic fosters an inclusive learning and working environment where everyone can bring their full selves and share their unique talents. We are committed to being responsive to the evolving needs and expectations of our diverse community.

To enrich the intellectual, economic, cultural, and social development of Central Alberta, we value the contributions of individuals with diverse perspectives and experiences. We encourage applications from Indigenous persons, Black and racialized persons, women, persons with disabilities, individuals of all sexual orientations, and persons of any gender identity orexpression.

Red Deer Polytechnic will provide job applicants with accommodationsin accordance withthe Alberta Human Rights Code. To request an accommodation, please contact [e-mail].

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Special Instructions to Applicants

• Strong internal candidate.
• This position is conditionally funded and does not qualify for conversion under the AUPE Collective Agreement.
• Start date will be dependent on department needs and candidate availability.