Enrolment Officer

3 weeks ago

Kitchener, Canada Conestoga College Full time

Requisition Details

**Job Title**:
**Enrolment Officer**

**Requisition #**:
**23-067**

**Campus**:

Doon

**Department**:

Registrar's Office

**Payband**:

H

**Starting Rate**:

$33.38

**Payband Range**:

$33.38 - $38.75

**Hours/Week**:

35

**Posting Date**:

Monday, February 13, 2023

**Closing Date**:

Tuesday, February 21, 2023 at 11:59 PM EST

**Vacancy Type**:

Support Staff - Full-time

The incumbent works as a member of the Records and Registration team which is an integral part of the Registrar’s Office. The incumbent performs a wide variety of routine, non-routine and complex tasks related to the creation, maintenance, and verification of student records for a specified group of programs. It is expected that the incumbent maintains the Office of the Registrar’s values of respect, quality, and integrity.

**Responsibilities**:

- Creating student enrolment records to support registration ensuring accuracy and adhering to established guidelines
- Analyzing international student visa documents to determine in-country eligibility
- Developing and producing tailored correspondence for immigration offices and other third parties to support international student’s enrolment, and registration activities
- Developing and producing customized correspondence to students with exceptional circumstances not covered in standard enrolment and registration letters
- Reviewing and processing requests for changes of personal data (name change, gender change, and SIN change) through reviewing and verifying legal documentation to determine the validity of the request and facilitate the change
- Analyzing and processing course adds/drops, section changes and block changes through the Laserfiche system and consulting with the academic area to resolve conflicts or incomplete information. Frequently liaise with Scheduling to obtain required block space
- Receive and evaluate block exemption requests to assess accuracy of student registration in situations of advance standing based on prior learning
- receiving, evaluating, and processing withdrawals and discontinuance forms from established guidelines using knowledge of program/course delivery and enrolment data
- Advising students on full or part-time status which requires course load calculations based on number of courses or total course hours
- Collaborating with faculty, administration, and financial aid regarding student registration status and changes for students as required
- Investigating and responding to client complaints
- Analyze and process missing pre-requisite report based on established guidelines
- Communicating and informing faculty regarding student records, system routines and college policy and procedures as it relates to awards, academic standing, academic decisions
- Processing transcript requests received through Laserfiche which flows through an API to MyCreds
- Troubleshooting issues due to shares not working, transcript not available or has errors, log in and payment issues within the MyCreds software/system
- Advising Program Coordinators, Chairs or Deans on program cohort dates.
- Advising program representatives of issues relating to student registration
- Collaborating with student services and academic area staff for special timetabling and part-time registration guidance
- Reviewing the Enrolment process with Associate Registrar and making recommendations for implementing and refining registration procedures and systems
- Liaising with the International Admissions office on registration/program status
- Identifying and developing solutions for issues due to incorrect loading of Program Campus Offerings: start dates, end dates, delivery patterns and sessions
- Collaborating with Admissions, International Office, Statistical Officers and Financial Aid as required to ensure accurate student registration, billing, and valid visa information.
- Verifying the Program Campus Offering was loaded correctly, such as intake levels, cost centre, delivery pattern, start dates and campus and making corrections as needed
- Load new cohorts and modify existing cohorts in SIS ensuring accurate entry of start and end dates, convocation date, total number weeks, delivery pattern, e-text; to allow next steps with Stats department so they can add tuition and fee information, scheduling can do sectioning and timetabling, and various ministry reports can be generated and submitted to the ministry
- Maintaining and updating Program Role Person Tool in the SIS Tools tab. i.e., Linking an Enrolment Officer to specific program for the Credit Transfer Report and Correspondence Tables.
- Checking and verifying the accuracy of student fees and initiating fee adjustments, if required
- Communicating and advising fees staff regarding student registration and status
- Assisting with the release of student refunds, through student status updates
- Support students by advising them on how to confirm their invoice and pay fees

Qualifications:

- Two-year Dipl

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