Registration, Records

6 months ago

New Westminster, Canada Douglas College Full time

**Work Arrangements**What Douglas Offers**
- DO what you love. Be good at it. That’s how Douglas College defines a great career. It’s a philosophy that resonates through our classrooms, our offices and our boardrooms. It inspires our students and drives us to make Douglas College one of BC’s Top Employers. We love what we do. And we’re looking for passionate, motivated people to join us in making one of Canada’s best colleges even better.**The Role**Working collaboratively with CE/TTG Programmers and Program Assistants to facilitate enrolment growth, the RRSS-CE/TTG registers students into their courses and programs and processes all fee payments. They contribute to the success of Douglas College and its community of learners by providing front line contact, information and guidance to students, prospective students, the general public, faculty and staff seeking information about program and course offerings in Continuing Education and the Training Group.**Responsibilities**

**1. Facilitates and supports student success and enrolment within Enrolment Services and CE/**
**TTG**
**departments, as well as**
**CEIT**
**, Finance, and external vendors/programmers to meet business requirements of the unit.**
- a. Assists with registration set-up, monitoring, trouble-shooting and resolving complex registration problems by investigating and determining the reasons for registration issues or challenges; resolves or recommends solutions as appropriate.
b. Reviews daily processes for wait-listing, fee non-compliance, and various other registration reports to identify any irregularities. Investigates any issues found and restores the student account, reporting the issue to the Assistant Registrar or Finance as appropriate for further investigation when system errors are identified.
c. Maintains current knowledge of all programs/course offerings, start/end dates, pre-requisites and curriculum changes, and complexities in regard to registration.
e. Resolves Duplicated Student ID accounts by completing a comprehensive and thorough investigation of each account.
f. Processes grade changes, entry of I-Contracts, and IP Contracts, manually adjusting student accounts as required.
g. Liaises with other areas of the College, such as CEIT, Finance or HR, as necessary to ensure completeness of record.
h. Ensures compliance to student record policies and procedures; maintains records standards based on College policies.
i. Conducts comprehensive testing for Student Information System upgrades and identifies and documents problems/errors when appropriate and validates accuracy of system upgrade.
j. Produces and distributes routine student information system reports as required, including reports using the FAST reporting tool, requiring expert knowledge.

**2.**
**Creates a comprehensive course schedule for CE/**
**TTG**
**offerings in partnership with departmental and faculty contacts, while liaising with all relevant stakeholders. Understands the needs of both stakeholders and students, and ensures those needs are met during the creation of the schedule**:

- a. Set-up in Student Information System for term roll, ensuring calculation of accurate term dates.
b. Manages critical control forms for each term in relation to catalogue, schedule, registration, withdrawal and refund policies
c. Ongoing update of course fees on the course catalogue level and maintenance of adjusted fees on the course section level for flat fees, adjustment of fees for early bird discounts or conference rates, including GST.
d. Data input of the core semester course offerings in the Student Information System including complex functions such as student fees and discounted rates.
e. Ensures course setup reflects intended registration controls and appropriate fees are charged.
f. Maintains multiple course schedules that encompass several semesters.
g. Coordinates the flow of work between faculties and the scheduling department. Prepares relevant forms and distributes reports with prior term data to assist departments in the collection of their course scheduling data for the following academic year. Ensures that all time lines are adhered to.
h. Liaises with Finance to ensure that CE&TTG are following the approved and allowed fee increase regulations, and ensures accurate FTE calculation based on course setups.
i. Liaises with Room Bookings to ensure that CE&TTG schedule is booked in adherence to College best practice, in consideration of shared space with credit courses and external bookings.
j. Liaises with staff and faculty to ensure that curriculum information is correct and complete. Is responsible for CE/TTG course curriculum management for all non-Credentialed course offerings.
i. Creation and maintenance of scheduling procedure manuals for external stakeholders as well as CE/TTG staff.

**3. Provides initial front line contact service and facilitates the registration and admission functions In CE/**
**TTG**
**.**
- a. Advis

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