Registration Officer

Camosun; Victoria; On-site; CAD 55,000 - 70,000; Full time

Job summary

Camosun College is seeking a Registration Officer to provide guidance to students and stakeholders to enable enrollment and achieve enrolment goals. The role involves advising on program requirements, managing waitlists, and coordinating with campuses to maximize registrations.

Incumbents may work between campuses, with occasional evenings/weekends and travel. A two-year diploma and registrar experience are required, with strong customer service, organizational, and IT skills to support

Qualifications

• A two year post-secondary diploma and four years’ experience in a Student Services or Registrar’s Office.
• Knowledge of regulations and policies related to student records and admissions.
• Demonstrated customer service skills and ability to work with diverse learners.
• Superior interpersonal and collaborative skills in a team-based environment.
• Excellent organizational, problem-solving, and decision-making abilities; ability to multi-task and meet deadlines.
• Proven ability to exercise judgement and initiative in non-routine matters.
• Demonstrated communication and public speaking skills.
• Experience using an integrated student information database system; proficient MS Office skills.

Responsibilities

• Provide advice, guidance, and information to students and stakeholders to facilitate enrollment.
• Manage waitlists, offers of admission, and enrollment data in line with policies and priorities.
• Liaise with data management and scheduling to resolve anomalies and course conflicts.
• Maintain accuracy, privacy, and security of student records in compliance with laws.
• Support express admissions and registration processes; produce enrolment reports.
• Assist with college ceremonies and training of staff as required.
• Maintain and update procedures manual and contribute to process improvements.

Skills

Regulatory knowledge

Customer service

Interpersonal skills

Organizational skills

Communication

Public speaking

MS Office

Student information system

Problem solving

Data analysis

Education

Two year post-secondary diploma plus registrar experience

Tools

MS Office

Student information database system

Job description

Number of positions to be hired under this posting

Number of positions to be hired under this posting 1

Additional Pay Considerations

Days of the Week

Days of the Week Monday to Friday

Work Schedule

Work Schedule 8:30am - 4pm

Hours per Week 35

Additional Work Arrangements

After the probationary period, this position is eligible to request a hybrid work schedule (up to two days working from home) and a modified work week (flex days).

Position Type

Position Type Regular Full Time

Position Reason

Position Reason Replacement

Posting Type

Posting Type Employees & General Public

Division/School

Division/School Office of the Registrar

Department

Department Registration

Job Description

GENERAL STATEMENT
Using a student-centered focus, the Registration Officer provides advice, guidance, and information to students, prospective students, and other key stakeholders to enable students to enroll and reach their educational and career goals. Working closely with key stakeholders, the Registration Officer performs program management responsibilities to maximize enrolments, in line with Camosun College’s Strategic Plan and enrolment management goals. Incumbents will be expected to work at both campuses. Occasional evening and weekend work and travel, including between campuses, may be required.

Leadership and Teamwork

• Works collaboratively with others through organizational change and development;
• Takes initiative to identify operational or departmental challenges and opportunities, and make recommendations for improvement;
• Demonstrates a team-based orientation and contributes to team-based decisions;
• Provides guidance and instruction to others as it pertains to departmental functions, processes, and policies;
• Develops and maintains relationships with key departments, external communities, and organizations, building a network to keep up-to-date on changes relating to programs and to appropriately refer students.

Customer Service

• Demonstrates an understanding of customer service theory and principles;
• Understands, practices, and meets customer service standards and expectations;
• Responds to customer feedback in a sensitive and timely fashion; uses problem-solving techniques to resolve sensitive issues;
• Consults for matters requiring next level of intervention and/or makes appropriate referrals to the internal college community, external partners, and agencies.

Operations

• Maintains up-to-date knowledge and understanding of college programs and courses, general admissions, registration, and program participation requirements, deadlines, procedures and policies, as well as the related systems used by Student Services;
• Provides complete and current information regarding college programs, courses, and services as well as information, interpretation, and clarification regarding college policies and procedures;
• Liaises with Data Management, Systems and Scheduling to resolve anomalies, course conflicts, and other problems; completes block registrations;
• Uses professional judgement to evaluate and determine offers of admission to applicants, for an assigned portfolio of programs, in alignment with College policies, practices and strategic enrolment priorities;
• Manages program and course waitlists to maximize enrolments within seat capacity quotas according to established criteria.
• Prepares, reviews, and provides enrolment data and reports to the college community;
• Provides enrolment support for express admissions and registration;
• Distributes registration packages in accordance with established protocols;
• Compiles prerequisite reports, analyzing their accuracy and to verify that registered students meet course requirements;
• Provides enrolment and troubleshooting support to students on myCamosun processes;
• Identifies students who may require specialized supports and services and provide recommendations and referrals;
• Develops and facilitates sessions to educate current students about the college environment, services, processes, policies, and post-secondary educational options;
• Contacts and maintains effective working relationships with external individuals and organizations, as necessary, to promote Camosun College as the institution of choice;
• Produces student documents and duplicate documents when requested and as appropriate;
• Maintains the integrity, security, accuracy, and consistency of student records; ensures adherence to college and legal requirements regarding the privacy and confidentiality of student information and records.
• Understands and applies confidentiality under the Freedom of Information and Protection of Privacy Act;
• Verifies and reviews individual student financial accounts and electronic payment transactions for accuracy; processes and reconciles student payments; adheres to the Payment Card Industry Data Security Standard at the highest level.
• Fosters strong communication links with department chairs and other school personnel to fill programs and courses, address problems, and enhance service to students;
• Operates a call centre phone system and updates a phone tree, as necessary;
• Manages and responds to public facing email and electronic forms of correspondence;
• Participates in research in order to recommend new and innovative business processes and procedures to improve student education/care, best practices, and efficiency;
• Maintains and updates departmental procedures manual as required; provides input into the development of annual timelines;
• Under the direction of senior staff, performs system testing;
• Participates in the college’s graduation ceremony preparation and other graduation activities, as required;
• Assists with or participates in training to other college or department personnel;
• Serves on college committees, as appropriate, and works on projects, as assigned;
• Performs general departmental duties such as telephone/counter service, data entry, ordering/stocking supplies, filing, collecting and distributing mail;

Performs duties similar in scope and complexity, as assigned.

Qualifications

A two year post-secondary diploma and four years’ experience in a Student Services or Registrar’s Office which includes one year of experience in registration and/or admissions environment, or an equivalent combination of education and experience.

• Knowledge of regulations and policies related to student records and admissions;
• Demonstrated customer service skills, including the understanding the needs of traditional and non-traditional learners and working in an environment that values and nurtures diversity;
• Superior interpersonal skills and the ability to work collaboratively in a team-based environment;
• Demonstrated organizational, problem solving, and decision-making skills to multi-task, meet deadlines, and be flexible in a fast-paced, changing environment;
• Proven ability to exercise judgement and initiative in handling matters of non-routine nature;
• Demonstrated communication and public speaking skills;
• Experience using an integrated student information database system;
• Proficient computer/technical skills, using all aspects of MS Office suite;
• Able to lift 20 lbs.

Supporting Truth & Reconciliation Commission's Recommendations

Capabilities

The core capabilities are required for all positions at the college.

Focus on Students and Their Success (Core)

• We all have a role to play in promoting and supporting students – directly or indirectly – contributing to their success, education and transition as they build their path to the future.
• Inclusion and respect align with Camosun’s traditions of lifelong learning and positive, supportive experiences for all. We examine our individual and institutional cultures and, through indigenization, consider other ways of knowing (thinking), being (approaches), doing (acting), and relating.
• Fostering and nurturing relationships is at the core of everything we do. Successful workplace relationships take time to develop and include building trust, engagement and collaboration.

Posting Information

Special Instructions to Applicants

Regular employees and term employees, who have successfully completed their probationary period as of the closing date of the posting, as stated in the CUPE Collective Agreement, shall be considered prior to all others.

Commitment to Equity, Diversity and Inclusion Camosun College values diversity as a strength and strives to be an equitable and inclusive college community of students and employees. The College is an Equal Opportunity Employer that adheres to the BC Human Rights Code which protects against discrimination based on Indigenous identity, race, colour, ancestry, place of origin, religion, marital status, family status, physical and mental disability, sex, sexual orientation, gender identity or expression, or age. The College also recognizes and honors UNDRIP, the TRC Calls to Actions and the BC Declaration on the Rights of Indigenous Peoples’ Act. Going beyond legislation, Camosun recognizes the historical and persistent inequities that many people of marginalized groups have faced in society and in the workplace. We seek to dismantle these barriers through systemic and institutional changes focused on strengthening inclusive hiring practices, accessibility and organizational culture. We recognize that moving towards more equitable communities is an ongoing and evolving journey - one which the College is committed to undertaking. Since Camosun plays an important role in creating change within communities, it is our hope that our employees reflect the diversity of our students and experience an inclusive and supportive work environment. Please contact Human Resources for more information.

If you require an accommodation during any stage of our recruitment process, please contact [e-mail] to let us know how we can assist you.

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * Are you legally entitled to work in Canada?
  • Yes
  • No
• * What is the nature of your eligibility to work in Canada?
  • Canadian Citizen
  • Permanent Resident
  • Work Permit
• If you have a valid work permit, please indicate its expiry date (mm/dd/yy)

  (Open Ended Question)

Required Documents

• Cover Letter
• Resume

Optional Documents