Registration and Records Officer

Department:      Office of the Registrar
Campus:     Barrie
Classification:    Support Staff
Posting Date:    May 6, 2025 
Hourly Pay Range:     $33.55 (start rate) - $38.88 (4-year rate)
Hours per week:    35 hours per week
Status:        Contract (Appendix D)
Effective Dates:        asap – April 30, 2027
 
This is a temporary replacement for a bargaining unit employee.   Terms and conditions of employment are as outlined in the Support Staff Collective Agreement.

Reporting to the Manager, Client Services, the incumbent is a dedicated resource, focused primarily on supporting/delivering Registration, Student Records and graduation related functions, processes and services.  Specific duties include, but are not limited to:

•    Advising and assisting students with in-person, phone or online registration including demonstrating the registration system, verifying proper course selection in order to meet graduation requirements and correcting records, troubleshooting student registration / record issues
•    Admitting part-time studies students into applicable part-time studies programs, creating new student records and student numbers
•    Ensuring student fees have been assessed correctly; processing tuition payments or deposits and reconciling payments using cashiering system
•    Processing company billing registrations, ensuring contracts are set up in registration system
•    Assisting students with applying for transfer credits, including fee assessment
•    Preparing student enrolment letters for students, including fee assessment where required
•    Processing student withdrawals 
•    Processing grade changes for current term and refunds where applicable
•    Maintaining student records, assist with changes and fee assessments, review academic decisions for progression, and ensure compliance with college policies, escalating issues as needed
•    Maintaining contact with the Senior Officer(s) and Associate Registrar(s) to identify student record errors requiring academic response; determining validity of current records and remaining current on all program and course changes
•    Participating in marketing events such as Open Houses and Get Connected 
•    Responding to inquiries from students, staff, secondary schools, OCAS and general public regarding admissions or referring to appropriate departments, etc.
•    Assisting students with information regarding registration, add / drop and withdrawal processes, deadlines, etc.
•    Informing students about the Request to Graduate application process
•    Determining graduation eligibility by collaborating with program coordinators and reviewing changes after final grades to asses their impact on potential graduates
•    Initiating and sending correspondence to students advising them of graduation status and updating records accordingly
•    Determining student’s eligibility for awards based on overall grade point average for that program
•    Participating in convocation ceremonial duties as required

Qualifications:
•    Successfully completed a two-year postsecondary diploma in a relevant field of study that may include, but is not limited to office administration, business or business administration
•    Three years of experience in a customer service role in a fast-paced office environment where duties included processing a variety of complex inquiries and services
•    Experience taking payments and preparing deposits using an electronic cashiering system (preferably Touchnet)
•    Experience with data entry and a demonstrated ability to follow and communicate a system’s approach to enter information and provide guidance to applicants while using the Student Information system, Banner 
•    Demonstrated customer service, interpersonal and communication skills (oral / written) to liaise with a varied client group with professionalism and tact
•    Detail oriented with demonstrated mathematical, analytical and problem-solving skills
•    Proven organizational skills to work effectively, handling numerous tasks simultaneously 
•    Proven ability to work independently and participate as an effective team member
•    Experience with Microsoft Office (Word and Excel) to create and analyze spreadsheets and generate correspondence
•    Knowledge of and experience using a Student Information System, preferably Banner is an asset
•    Previous educational admissions/registrarial experience is an asset

Georgian College supports diversity, equity and a workplace free from harassment and discrimination and is committed to an inclusive, barrier-free environment. We invite applications from all qualified candidates and actively encourage applications from members of groups with historical and/or current barriers to equity, including, but not limited to persons of Indigenous ancestry, racialized persons, persons with disabilities, women and members of the 2SLGBTQ+ community. If you are contacted to participate in the interview, please advise the coordinator of any accommodations needed with respect to any materials or processes used to ensure you have access to a fair and equitable process.

Alternate formats will be provided upon request throughout the recruitment and selection process.

Georgian College has introduced FLEX Work for many of our positions. This position is currently eligible for Hybrid Work. FLEX Work agreements will be determined between the employee and manager when employment commences and may change in accordance with the FLEX Work guidelines. All employees are required to permanently reside in the province of Ontario.

Applications for this position must be received by 11:59 p.m. on May 14, 2024. While we thank all applicants, only those contacted for an interview will be acknowledged.