Enrolment & Records Administrator

NorQuest College; Edmonton; On-site; CAD 49,000 - 63,000; Full time

Benefits offered by this job

Flexible work options

Job summary

NorQuest College is seeking an Enrolment and Records Administrator to join the Enrolment and Records team in Edmonton. You will analyze and process enrolment changes, program approvals, and approved exceptions related to academic integrity in compliance with college policies and practices.

You will oversee updates to student financial accounts, ensure accurate record entries, and coordinate with various departments to manage enrolment and financial impacts while protecting student privacy and

Qualifications

• Three years of experience in data processing, information management, or financial accounting.
• A combination of education and related experience working with student accounts may be considered.
• Experience with multiple systems or databases to ensure accurate information.

Responsibilities

• Evaluate financial impacts to ensure learners are charged or refunded accurately.
• Maintain and update student records in accordance with college policies.
• Process changes to student fees and financial adjustments.
• Communicate with learners and academic leaders about options and solutions.

Skills

Data processing

Information management

Financial accounting

Education

Post-secondary diploma in Business Administration/Information Management/Records Management/Bachelor’s equivalent

Tools

MS Office

PeopleSoft

Job description

COMPETITION NUMBER: 1833

CLOSING DATE: September 4, 2026 @ 11:59 PM MDT

ENROLMENT OPERATIONS & REGISTRAR

NorQuesters are difference makers, committed to creating a positive impact in our students' lives. We’re looking for a detail-oriented and dedicated Enrolment and Records Administrator to join our Enrolment and Records team, helping students with enrolment options and their financial accounts.

Reporting to the Team Lead, Enrolment & Records, the Enrolment and Records Administrator is responsible for analyzing and processing enrolment changes, program approvals, and approved exceptions regarding academic integrity in compliance with college policy, business and system practices and precedents.

Responsibilities include evaluating financial impacts to ensure learners are correctly charged or refunded, ensuring enrolment and financial records are accurately entered, processing changes for the Student Association fees, and managing bad debts. Responsibilities also include administering changes to student records in response to decisions related to learner conduct and academic integrity which may include grade changes, program status, holds and restrictions, and transcript notations, maintaining accurate communication with learners and academic leaders, providing guidance regarding options and solutions to actioning their decisions, and monitoring incoming entry of final grades from all Faculties for timely submission.

How You’ll Make a Difference

• Manage unique enrolment processes for college contracts according to the parameters outlined in these agreements.
• Process student withdrawals and maintain the student academic record in accordance with college policy and procedure, including student and college-initiated withdrawals.
• Ensure student academic records are correct to mitigate errors that impact the accuracy of the transcript or financial record.
• Evaluate student enrolment records for accuracy and completeness, identify and correct errors, investigate discrepancies and consult with other college departments and campuses to correct errors.
• Process financial updates related to the student record, including late fees, withdrawals, and tuition recalculations.
• Assist with approved financial adjustments to the student account.
• Provide oversight into student financial accounts to ensure errors are identified, handled, and mitigated according to college policy.
• Coordinate with other departments for student record maintenance to manage enrolment and financial impacts.
• Communicate with students to inform them of college financial policies and procedures regarding fees applied to the student account, late fees, and payments.
• Manage unique enrolment processes for contracted services.
• Maintain student academic records in alignment with the college approved withdrawal process.
• Protect student privacy and ensure confidential information is handled appropriately.

What You Bring

• Post-secondary diploma required, Business Management, Business Administration, Information Management, Records Management preferred. A combination of education and directly related experience working with student accounts may be considered.
• At least three years of experience in data processing, information management, or financial accounting.
• Experience working with multiple systems or databases to ensure accurate and consistent information.
• Proficient in MS Office, including Word, Excel, PowerPoint, Outlook, Publisher, SharePoint.
• Use of a student information system (PeopleSoft preferred).

WHAT MAKES YOU A DIFFERENCE MAKER?

As a Difference Maker You Bring

• Demonstrated ability to collaborate effectively to identify and resolve information and data integrity issues.
• Strong communication skills, with the ability to translate complex policies and processes into clear, accessible information.
• High attention to detail, with the ability to independently validate, review, and proof work for accuracy and completeness.
• Excellent time management and organizational skills, with the ability to prioritize workload, adapt to changing priorities, and meet deadlines.
• Ability to interpret and apply policies, procedures, and guidelines to make sound, informed and consistent decisions within delegated authority.
• Knowledge of handling and safeguarding sensitive personal and financial information with confidentiality and care.
• Ability to build effective working relationships with a diverse population in a respectful and inclusive manner.

SALARY: AUPE Band Level 5 | Administrator I | $48,788 – $63,414 annually reflective upon what you bring AKA your education and experience. This is a full time, permanent position with the Alberta Union of Provincial Employees (AUPE). For more information regarding the AUPE Collective Agreement, please check out this link. We are proud to be recognized as one of Canada's Most Admired Corporate Cultures.

We offer flexible work options. We strive for balance between a flexible work environment, connectedness to the campus community, and ensuring NorQuesters are set up to succeed in their roles and responsibilities.

Additional Information:

Pre-Employment Checks will be completed to assess the candidate’s suitability for a role. These checks may include (but are not limited to): references, criminal record check, academic verification, etc.

• International Qualifications Assessment Service https://www.alberta.ca/international-qualifications-assessment
• World Education Services https://www.wes.org/ca/

Required

For applicants who have completed post-secondary studies from outside of Canada, it is required they obtain an assessment of their credentials from a recognized Canadian Credential Evaluator, such as:

• International Qualifications Assessment Service https://www.alberta.ca/international-qualifications-assessment
• World Education Services https://www.wes.org/ca/

We encourage applicants to include the assessment certificate as part of their application.

This competition may be used to fill future vacancies, across NorQuest College, at the same or lower classification level.

Our Commitment to Equity, Diversity, and Inclusion:

We're on a journey to become an inclusive, anti-racist, and decolonized organization. NorQuesters are trailblazers – we are curious, creative, and innovative - our lived experiences are honoured, creating accessibility and a sense of belonging for everyone.

NorQuest 2030 We Are Who We Include shares our strength and difference comes from who is included, and along with our students we are learning and growing to listen deeply and say what we feel.

NorQuest College is committed to being an employer of choice for First Nations, Métis, and Inuit people by recognizing, respecting, and supporting Indigenous people's self-determination through the institution’s work in decolonization, reconciliation, and Indigenization.

Accessibility

At NorQuest, we are who we include. We strive to provide access and accommodation throughout the recruitment, application, and selection process. We want to create opportunities for you to confidently be your authentic self. If you would like an accommodation at any stage of the process, please reach out to [e-mail].