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Enrolment & Convocation Coordinator

3 months ago

Kitchener, Ontario, Canada Conestoga College Full time
Requisition Details

Job Title:

Enrolment & Convocation Coordinator

Requisition #:

23-661

Campus:

Doon

Department:

Registrar's Office

Payband:

I

Starting Rate:

$36.19

Payband Range:

$ $41.94

Hours/Week:

37.5

Posting Date:

Thursday, May 11, 2023

Closing Date:

Wednesday, May 24, 2023 at 11:59 PM EST

Vacancy Type:

Support Staff - Full-time


The Enrolment and Convocation Coordinator provides expertise, guidance and assistance in matters related to records and registration tasks, coordinates the documentation of processes and task schedules, ensuring the consistent completion of tasks by the Enrolment Officers.

The incumbent assists the Manager and Associate Registrar in all Registrar's Office tasks related to Convocation and all documents and communications concerning start-up/registration/end of the session.

Through ongoing analysis, the incumbent identifies the need for systems and process improvements.


The Incumbent will be required to conduct work within Ontario and must be available to work on campus as required.

It is anticipated that this position will meet the needs of the department through a hybrid work arrangement with 2 days on-site, and 3 days remote during non-peak periods and up to 4 days on-site during peak periods.


Responsibilities:

  • Provides expertise and support to the Enrolment Officers when issues or exceptional situations arise, analyzes issues, determines solutions and works with IT Services to define and implement solutions
  • Performs development and user acceptance systems testing, including handson testing of functionality supporting business process changes and new initiatives
  • Coordinates the gathering of input from the team in order to write documentation for new processes and maintain existing ones, including ensuring the Records softcopy documentation area is kept relevant and uptodate
  • Presents updates and suggested adjustments of processes to the Manager and Associate Registrar during Annual and startup reviews
  • Reviews and suggests edits to the Manager of the Records tasks schedules and distributes them to the Enrolment Officers to ensure consistent completion of tasks
  • Ensures the proper reports required by the Enrolment Officers are run at the required times
  • Assists the Enrolment Officers with student inquiries and exceptional tasks, adhering to the customer service model for the Registrar's Office
  • As the 1st tier in all student escalations, conducts meetings via teams/zoom/phone with students to resolve the escalation
  • Creates and maintains the convocation task schedule as relates to the Registrar's Office, with the input of the Associate Registrar, Manager and Enrolments Officers
  • Ensures the completion of all tasks on the convocation schedule and delegating tasks to the team; adjusts the schedule as necessary to reflect lessons learned in order to improve the subsequent convocation
  • Required to attend all Convocation ceremonies
  • Liaises with the multiple college stakeholders to ensure accuracy of convocation information, web content and program information; reviewing all information and documentation to suggest improvements
  • Provides frontline expertise and support to the Associate Registrar and Manager; acting as the registration lead during startup, making SIS suggestions and coordinating the onboarding of new team members
  • Acts as a backup for Enrolment Officers and performs the duties of an Enrolment Officer when a portfolio in not supported

Qualifications:

  • Threeyear Degree/Diploma in Business Administration Management, Accounting, Social Sciences, Arts, Education, Public Policy, or a related field
  • Five years of experience working in a studentoriented customer service environment, preferably in a postsecondary institution; including three years of experience working in a Registrar's Office is required
  • Recent experience in a postsecondary records role is considered an asset
  • Strong analytical and problemsolving skills
  • Exceptional oral and written communication skills
  • Organized, with an ability to multitask and meet deadlines
  • Experience leading projects or teams, with a proven ability to relate well with others
  • Computer literacy, including MS Office, with an emphasis on Excel skills
  • Excellent customer service skills and ability to respond with tact, discretion & professionalism
  • Experience in IT and with large databases is considered an asset
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