Reporting to the Associate Registrar, Newnham and Peterborough Campuses, the Registration Advisor is responsible for a specific cluster of full-time and part-time post-secondary programs. The incumbent constructs and maintains all records of students’ academic and tuition account from registration to graduation, and ultimately to the College academic archives. The incumbent provides excellent customer service and information to students, College staff, and other third parties.
- Updates student records accurately by processing various documents including registration/timetable forms, program change forms, withdrawal forms, professor grade change reports, student verification forms, student profile data, grade collection sheets, and supplemental exam reports.
- Processes graduation documentation to ensure that those students who are eligible are graduated.
- Reviews reports from the Records Office to update/correct student records and accounts at key times in a term including audit, term start and convocation.
- Advises Financial Aid of any change of student’s status which may affect OSAP funding or repayment.
- In co-operation with the College’s Academic Schools/Faculties, ensures information resulting from Promotion Meetings each semester is accurately inputted to and reflected on the student record.
- Runs queries to identify changes required by the Academic Schools and processes the requested action.
- Recommends to the supervisor the development of procedures or systems in order to achieve and improve efficiency in the registration/records process.
- Confirms tuition and applicable fees are posted to student accounts.
- Conducts a variety of cashiering duties associated with the registration of Domestic and International students for full-time, part-time and Continuing Education program/courses, as well as various types of ad-hoc charge payments.
- Balances cash transactions at the end of each day, deposits cash payments received in office safe, prepares daily Deposit Summary and provides explanations for balancing issues/errors.
- Utilizes appropriate College publications and related materials, or refers student to appropriate College department for resolution of non-routine issues.
- Respond to inquiries (by phone, e-mail or in-person) and provides information to prospective students, new applicants and general public as it relates to registration, of new and returning students, admissions status, student record updates (change of address etc.).
- Reviews and processes documentation received; course add/drop forms, RESP form completion, enrolment verification and attendance letter requests, CE registration etc.
- Completed two (2) year diploma in office administration, business, computer studies, or a related field. If education is in a related field of study, state how the education is related.
- Minimum of three (3) years recent and relevant working experience in the Office of the Registrar or in a post-secondary Student Services role.
- Minimum of three (3) years recent and relevant experience working in a computerized environment demonstrating a high level of language skills to clearly and credibly explain policies/procedures to clients.
- Ability to apply advanced level reading, proof reading, writing and math skills is essential, as well as the ability to assess/investigate, organize and process data utilizing a sophisticated student information system.
- Demonstrated attention to detail including solid analytical and investigative skills.
- Proficiency in Microsoft Office Suite programs is required, as well as keyboarding skills of 45 words per minute.
- Demonstrated ability to analyze, organize and execute procedures while utilizing a sophisticated student information system.
- Strong interpersonal, problem solving and communication skills (written and oral) to interact with the College’s multicultural/racial/able staff, students and the public.
- Ability to work under pressure while maintaining strict confidentiality and good customer service relations with the College’s Academic Faculties/Schools, students, professors and co-workers.
- Experience operating a cash register, processing cash/cheques/credit card payments and deposit reconciliation would be an asset.
Seneca is committed to diversity and encourages applications from qualified candidates, especially Indigenous persons, members of sexual minority groups, visible minorities, women, and persons with disabilities. View Seneca’s Diversity Policy.
Note: Seneca requires copies of educational credentials at the time of an interview. Confirmation of educational credentials in the form of an official Canadian transcript or an official evaluation of international credentials which determines Canadian equivalency will be required upon hire.
We thank all applicants for their interest in this position, however, only those selected for an interview will be contacted.
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