Registration Specialist

6 months ago

Burnaby, Canada British Columbia Institute of Technology (BCIT) Full time

BCIT’s
- **Registrar’s Office** is seeking a
- **regular, full-time (1.0**
**FTE**
**) Registration Specialist**. This position provides assistance to the Supervisor in the daily operation of the Student Information and Enrolment Services Department, specifically relating to Part-time Studies Registration, Statistical Reporting/Service Standards, /Quality Assurance, Systems and Communications; and Finance. Responsibilities include: processing class cancellations and course changes, statistical reporting relating to Service Standards, Quality Assurance, Intelliresponse, auditing course information for various publications, liaison with Student Services departments such as Program Advising and Enrolment Management, providing support for the Banner Access and Cisco systems, reconciling and auditing financing processes and procedures relating to BCIT policy 2300. This position may act for the Supervisor when he/she is absent and back up other Registration Specialist when they are absent.**Duties & Responsibilities**

**DUTIES**
***
**AND**
***
**RESPONSIBILITIES***:

- Develop and implement processes and procedures to enhance departmental efficiencies
- Respond to inquiries internally and externally regarding BCIT by mail, electronically, telephone, fax, and in person
- Register, deregister and maintain student courses, provide information on courses and programs, detail the availability of courses and eligibility requirements
- Assist in the training and development of employees, and answer questions and provide guidance on the processes and procedures used for dealing with internal and external customers
- Provide accurate and up to date information to students, prospective students and staff by answering inquiries on courses, programs and services
- Answer inquires on refund policies and procedures for full and part time fees
- Ensure accuracy of course information received and distribute to appropriate staff
- Book appointments for Program Advisors using automated scheduling software
- Take on special projects as assigned by supervisor
- Take and distribute team meeting minutes
- Prepare regular Cognos reporting to monitor and follow up on departmental requirements and standards

**Recruitment and Quality Assurance**:

- Facilitates recruiting efforts with prospective students using the Recruitment module of the Student Information System
- Act as liaison to Student Services departments such as Program Advising and Enrolment Management to ensure proper information flow and customer service is maintained
- Work with Enrolment Management to coordinate mass mailing and recruitment projects
- Provide correspondence support to Program Advising related to Part-Time Studies students
- Monitor, and train staff on the Program Advising appointment booking software to ensure accuracy
- Oversee the registration and processing of BCIT employees using tuition fee waivers
- Monitor calls and provide training and feedback to staff regarding quality assurance

**Systems and Communications**:

- Banner module specialist - responsible for testing all upgrades and modifications to the Registration modules of Banner
- Maintain Intelliresponse; review content, update questions and answers as required
- Provide assistance to the department in all areas related to systems - Banner, Microsoft
- Outlook; Scheduler, Cisco and Q-Nomy
- Update and maintain the departmental information database (Sharepoint)
- Liaise with Web Services, ITS, Marcomm and other Service department staff to coordinate the review of information on the web and other publications
- Update website using Marqui
- Ensure data standards are met by completing cleanup processes via Cognos reporting
- Aid in process mapping to ensure business processes are adhered to
- Oversee hiring and organizing of student guides during term start-up

**Registration and Statistical**:

- Work with Program Assistants in the Schools to verify and update course information on Banner
- Collect and maintain relevant statistical information for the department including Symposium statistics
- Work with key areas, such as Student Records, Admissions and Finance to adhere and communicate BCIT policy regarding registration, dropping and transferring of students
- Oversee the Records Management of the department
- Liaise with program areas and register students into Industry Services courses
- Responsible for the coordination and registration of block registrants

**Finance**:

- Balance Cashier’s day-end sessions
- Ensure all payments are reconciled with charges and investigates all shortages/overages
- Prepare consolidated cash report for Finance Department
- Prepare bank deposit for pick up
- Maintain and coordinate cash flow
- Maintain use of Turbo machines and liaise with Global Payments as required
- Act as a liaison between Finance and Student Information and Enrolment Services when issues arise
- Use Cognos reporting to list unpaid web registrants; investigate accounts and drop w

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