Registration and Records Specialist

3 months ago

Ottawa, Canada Algonquin College Full time

Department:
Registration and Records

Position Type:
Full-Time Support

Salary Range:
$36.29-$42.13-Hourly

Scheduled Weekly Hours:
36.25

Anticipated Start Date:
September 30, 2024

Length of Contract:
6 Months

Posting Information

Posting Closing Date:
September 25, 2024

Please note: jobs are posted until 11:59 pm on the job closing date.

Job Description:
They help contribute to the realization of enrolment and conversion goals by ensuring timely processing, strong communication and effective relationships with students and program coordinators and supports end of semester debriefs with the academic departments.

The Registration and Records Specialist is the lead for all AC Online activity in relation to registration and records. This includes the prompt update of ACO timelines, completing auto grad and other registration related reports, and updating the schedule of activity.

The incumbent is responsible for overseeing the training and onboarding of new college-wide initiatives to the Registration and Records team, ensuring a seamless transition to the registration of new delivery methods, new campuses and additional contracts as they arise.

Duties and Responsibilities:
Registration Processing:
- The Registration & Records Specialist acts a resource for the Registration & Records Officers by assisting in the processing of registration and graduation of learners. The Specialist is expected to be an expert at all programs as coverage may be required for any of the programs offered by the College.- Processes registration and graduation of all full-time and part-time students; including Apprenticeships, and specialty programs in accordance with Ministry and College guidelines.- Analyzing business and technical requirements and providing a variety of services to staff and academic stakeholders to ensure that registration activity is carefully planned, monitored and efficiently executed;- Preparing a detailed timeline and task schedule for all registration activity; liaising with staff and Academic departments to ensure all necessary activities are completed by established dates;- The incumbent will provide guidance, problem-solving, and operational support for all registration processes;- Advising and assisting Registration and Records Officers with exceptional situations; making recommendations and decisions as needed as the Subject Matter Expert;- Articulating and explaining academic policy;- Serving as a Subject Matter Expert to Registration and Records Officers, International Enrollment Center employees as well as academic departments ensuring adherence to all Ministry and College procedures.- Reviewing, analyzing and preparing reports related to registrarial activity and making recommendations for enhancements for future terms;- Ensuring student records are maintained in a consistent manner, ensuring accurate Term Grade Reporting and liaising with Academic Departments, and Coordinator Student Records as required;- Investigating anomalies and responsible for their successful resolution;- Ensuring program intake dates provided by MTCU are received and program related registrarial information is current and available electronically for each intake.

Lead for AC Online, Apprenticeships and Off-Shore Contracts:
- Is the lead for AC Online, Apprenticeships, Corporate Training, Continuing Education and Off-Shore Contracts and a resource for the Registration and Records Officers. Troubleshoots, processes and responds to inquiries.-
- Supports the team by sending Gen-Ed selection and Withdrawal request forms from the department, participates in cross-departmental working groups and monthly meetings, and troubleshoots any system related issues with ITS.-
- Works closely with the Apprenticeship Registration and Records Officer to ensure all registration activity and program and intake dates are accurate and reflect Ministry guidelines.

Graduation and Convocation Activity:
- Prepare potential graduate summaries by program, department, School, Faculty and College;- Monitor Registration and Records Officer activity as per established timeline, advising and assisting with exceptional situations.- Organizes and actions the laser over-printing of the certification via the student information system.- Proofreads convocation booklet, ensuring accuracy in program titles, graduate names and honors designation.

Technical Support, Subject Matter Expert and Trainer:- Developing and documenting business requirements for ITS;- Providing technical set up and support during the registration processes;- Leading process improvement initiatives and soliciting feedback from colleagues and students in order to improve service and gain efficiencies;- Providing guidance and responding to complex inquiries from RO staff, academic colleagues, applicants, and students related to specialty registration processes and programs;- Training new Registration and Records Officers, Specialty Registration Client Service Officers and providin

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