Registration Officer

BCIT’s **Registrar’s Office** is seeking a **regular, full-time (1.0**FTE**) Registration Officer.**This position provides timely and accurate information, explanation, and clarification relating to registration, payments, policy and procedure. Processes course changes, cancellations, and student registration for sponsored and special cases. Supports the daily operation of the Student Information and Enrolment Services (SIES) Department and liaises with various departments to facilitate smooth registration operations ensuring compliance with BCIT’s policies and regulations.-
- **Duties & Responsibilities**-
- **DUTIES**AND

**RESPONSIBILITIES**:

- Processes student registration for sponsored and special cases, including course drops, withdrawals, and re-registrations, ensuring data and record accuracy in the student information system.
- Resolves registration issues, such as prerequisite errors, course conflicts, and data discrepancies, including tuition fee anomalies, and facilitates appropriate adjustments with Finance.
- Monitors student account balances and ensures timely payments. Drops students for non-payment within set deadlines and notifies relevant departments if payments are not received.
- Uses deep knowledge of institutional policies and provincial legislation to support students. Interprets and explains complex student account issues, including outstanding tuition fees, funding discrepancies, and financial holds.
- Assesses and evaluates each case individually when placing holds or initiating drops for non-payment, considering payment history, term timing, and balance nature. Generates reports relating to student registration activities as required.
- Runs end-of-day financial balancing reports, reconciling cash, bank, and ledger balances to identify and flag anomalies to Finance.
- Uses Cognos to monitor account balances and ensure tuition waivers are correctly applied, avoiding overcharges and discrepancies.
- Notifies full-time returning students about their tuition deadlines by sending them letters each term which include vital information such as payment due dates, potential penalties for late payments, and available financial aid options.
- Verifies sponsorship letters for audit compliance, assesses student and sponsor eligibility, codes accounts accordingly, provides confirmation and accurate information to sponsors and students to maintain strong working relationships and forwards the completed letters to Finance for invoicing.
- Collaborates with Customer Service and other departments to resolve registration issues and customer concerns, and coordinates escalated callbacks.
- Liaises with schools and departments, such as Admissions and Records to improve workflows, identify service gaps, and propose process enhancements.
- Conducts and supports staff training as required, identifies areas for development and maintains up-to-date training documentation and procedure manuals.
- Participates in hiring processes as required.
- Maintains and updates the information on departmental SharePoint and ensures updates are communicated to relevant staff.
- Facilitates team meetings, shares policy updates and case resolutions, and takes accurate meeting minutes.
- Takes on special projects and assigned tasks supporting cross-departmental needs and service innovation as required.
- Undertakes the duties and responsibilities of Records Custodian in compliance with FOIPOP and Institute policies and procedures, including: maintaining index and retrieval system of office files through the Directory of Records Database (DRDB), or appropriate alternative’ procuring file folder labels through the DRDB, or appropriate, indicating the classification to which files belong; filing incoming documents into the records management system to support the business process; and, as appropriate, assisting other office staff with proper security levels to identify and retrieve active records..
- Undertakes related duties as assigned, consistent with the job grade of this position.

**Qualifications**-
- **QUALIFICATIONS**:
**Definition**:The qualifications section for this job was developed using the approved job evaluation plan, agreed to between the BCGEU and BCIT. The qualifications represent the minimum qualifications required in the future (i.e. to be reflected in job postings) and do not reflect the incumbent’s existing qualifications.

**Education**:

- **Experience**:

- Two years’ general experience plus up to two year’s practical experience in a similar position.

**Software/Computer Application(s) and Expertise**:

- Must have extensive experience working with Student Information Systems (e.g. Banner) and working with post-secondary registration system (including an automated telephone system).
- MS Office Applications.

**Communication/Interpersonal Skills**:

- Strong communication and interpersonal skills.
- Proven experience working effectively with diverse groups of people.
- Experience working within a