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Enrolment Services Coordinator I

4 months ago

Oshawa, Canada Ontario Tech University Full time

**Enrolment Services Coordinator I - Limited term**

**Tracking Code: req1047**

**Faculty/Department**: Office of the Registrar

**Number of Positions**:1

**Appointment Type**: Limited Term 13 months

**Hours of Work**: 35 hours per week

**Salary Range**:Level 6 - Starting Salary, Step 1 $50,054

**Posting Date**:March 14, 2024

**Closing Date**: March 27, 2024

**Job Summary**:
The Enrolment Services (ES) department is one of the first points of contact for Ontario Tech University undergraduate students, and we believe that all interactions here should be transformational over transactional. The primary purpose of this position is to provide administrative support to the Enrolment Services and Financial Aid department. As such, we are seeking a creative individual that thrives in working in multiple systems that support our day-to-day operations: maintaining, updating and troubleshooting, as well as pulling analytics. (Although some previous knowledge of these systems would be an asset, we are aware that due to the diverse and multiple systems we work in, this may not always be possible.) Further, the incumbent will maintain a knowledge base of all departments in the Office of the Registrar in order to provide support to the frontline Enrolment Services Coordinator II’s and area specialists.

**Nature of work**:

- This position reports to the Manager, Enrolment Services.
- Fast-paced environment; work under pressure; high attention to detail required, deadline-driven; highly collaborative.

**Responsibilities/accountabilities**:

- Troubleshoot client problems effectively, identify and analyze any student escalations, and provide accurate solutions or referrals to management or area experts.
- Respond to student requests for information about their student records.
- Responsible for administrative support for all Office of the Registrar departments including OSAP processing, registrarial functions, admissions, recruitment, records and occasionally scheduling.
- Coordinate the work flow in the student information systems, such as BDMS, Banner, Bursary Recording System, and the Ministry portal.
- Maintain a knowledge base of all departments in the Office of the Registrar to provide information, perform student service transactions and provide timely referrals to area specialists, academic advisors and other University staff.
- Pull, analyze, and organize data analytics on call performance, survey feedback, etc. and then disseminate to required stakeholders.
- Coordinate student-facing communications for all registrarial related areas.
- Review web content and work with the Manager and Coordinator II’s to update content - specifically to the Registration Guide.
- Coordinate workflow required for system generated and manual OSAP Confirmation of Enrolments.
- Responsible for processing supporting documentation for OSAP.
- Assist with Campus ID duties including, responding to student/faculty/staff queries, printing Campus Cards, verifying student ID, and mailing out cards.
- Assist the Financial Aid team in administering student account deferments.
- Process fee charges to student accounts.

**Responsibilities may also include**:

- Provide in-person (when on-campus) and webinar presentations to high schools, faculty advisors and students on registration activities.
- Confirm T2202 course detail parameters in compliance with Canada Revenue Agency tax rules. Process information, including compile, calculate, tabulate, audit and verify tax related information or data.
- Work in the QLess system; liaise with the developers at QLess to troubleshoot and to develop new solutions for bottlenecks in service.
- Other duties as assigned by the Manager.

**Required Skills**:

- Excellent customer service skills;
- Ability to work in a high-pressure environment and maintain composure;
- Strong systems knowledge (i.e. Banner, Google Docs, BDMS, One-Key, QLess and SalesForce an asset);
- Exceptional oral and written communications;
- Excellent attention to detail with a high level of accuracy;
- Friendly with a high-level of empathy and compassion;
- Ability to prioritize;
- Ability to work independently and in a collaborative team environment;
- Time management;
- Ability to take initiative;
- Strong organizational skills;
- Strong judgement, flexibility and adaptability;
- Ability to work in a fast-paced environment;
- Demonstrated ability to establish and maintain collaborative relationships;
- Ability to work with and communicate with a diverse clientele;
- Strong tact and negotiation skills
- Integrity and the ability to maintain confidential information;
- Some Communications experience is an asset.

**Required Education**:

- Completion of a formal 3-year post-secondary/college/university program, or equivalent.
- Verification of Academic credentials may be required

**Required Experience**:

- Minimum one year's experience working in a high-volume customer service environment; two years preferred, preferably w