About Loyalist

Loyalist College is built upon the lands governed by the Dish with One Spoon wampum agreement. We affirm and thank the Haudenosaunee, Anishinaabeg and Huron-Wendat nations for their continued caretaking of the land. At Loyalist, we empower our students with wraparound support services and hands-on training to succeed on any path they choose. Our academic programs are responsive and innovative, designed to solve pressing social and economic challenges and meet the evolving needs of our regional industry and community partners. Our graduates enter the workforce equipped with the knowledge they need to be better global citizens, and with future-focused skills to lead change in their fields. With a presence in Belleville, Bancroft, Port Hope, Tyendinaga and Toronto, we believe our institutional responsibility extends beyond the classroom to seeing the big picture for the communities we serve. Our expertise in applied research and deep connections to local industry support economic development, to the benefit of businesses, entrepreneurs, changemakers and innovators. Our commitment to decolonization, and the pursuit of a more inclusive, equitable world, means we hold ourselves accountable to the diverse perspectives, cultures and experiences that shape our communities.

Position Summary

Reporting to the Registrar, the Registration and Records Officer (RRO) is responsible for all activity related to student records from initial registration through to graduation. The incumbent must make decisions and participate in communicating information in order to complete registrations and maintain accurate student records. As a subject matter expert on registration, student progression, and graduate validation, the incumbent registers and graduates students for an assigned portfolio of programs. This role is the main point of contact for their portfolio of programs and therefore must be extremely knowledgeable of all College and Ministry regulations, policies and procedures for activity related to registration and student records.

RROs must be able to take initiative, work independently and function as part of the team in order to provide a seamless experience for students. The incumbent helps to realize enrolment and retention goals by ensuring timely and accurate registration, strong communication, and effective relationships with administration, staff, faculty, and students. This position is critical support for the Office of the Registrar, and the academic schools. The work performed by this role has a significant impact on the College’s enrolment.

Duties and Responsibilities

• Monitor phones, email, shared spreadsheets, partner databases for registrations, questions and inquiries
• Generate student IDs, update pre-registration data and register students into individual courses or blocks of courses while validating fee and student status assessments
• Liaise and troubleshoot registration issues with business analysts, scheduling and/or academic/interdisciplinary schools (e.g. fees, status, capacity, pre-requisite/co-requisite errors)
• Process adjustments to registration such as withdrawals, course add/drop, electives, transfer credits (TC) and Prior Learning Assessment Recognition (PLAR)
• Analyze student transcripts, monitor and assess student progression; identify and communicate any issues to student and internal stakeholders as appropriate
• Monitor Academic Breach submissions and related appeals, analyzing and advising stakeholders of prior breach offences, and recording breaches in the Student Information System (SIS)
• Identify and merge duplicate student records
• Validate, create and update Ontario Education Numbers (OENs)
• Update and maintain accurate graduate data including validation of courses to use in calculation of program grade point average (GPA); issue institutional awards; identify and correct any anomalies
• Print and package student credentials, transcripts, and grad letters ensuring accuracy and consistency
• Participate as a resource and/or subject matter expert in discussions/projects related to enhancement of current systems and processes
• Assist the preparation and execution of convocation ceremonies
• Participate in on campus events such as open house, information sessions, and student retention activities

Qualifications

• Completion of a two (2) year diploma. Business, Communications, Hospitality, Education, Social Sciences or a related field of study is preferred
• Minimum three (3) years of progressive experience in creating and/or maintaining detailed records in combination with providing excellent customer service in an educational, office or retail setting; or other customer service focused business
• Experience with Microsoft Excel and Word is required; experience with Microsoft Forms is an asset
• Experience with a student information system (e.g. Banner) or customer database system is considered an asset
• Excellent attention to detail and organizational skills with a proven ability to develop priorities to manage large volumes of information while meeting strict deadlines
• Excellent interpersonal and communication skills to relate to various stakeholders in person, on the phone and in writing
• Ability to work independently while also promoting positive morale and teamwork within the department
• An ability to apply an understanding of equity, diversity and inclusion to meet the needs of a diverse customer and stakeholder population
• Strong critical thinking skills, to be able to exercise a proactive approach to problem solving, good judgement when making decisions and awareness of when to seek advice

Please note:

Following an offer of employment, candidates with Canadian credentials will be required to provide official transcripts from the granting educational institution(s); candidates with international credentials must provide World Education Services (WES) www.wes.org/ca evaluation (at their own cost) confirming Canadian equivalency of their credentials.

Loyalist is committed to promoting a diverse and inclusive college community. We encourage and welcome applications from marginalized and equity seeking groups. Loyalist College is committed to accommodating applicants with disabilities throughout the hiring process. If you have accommodation needs, please inform us as soon as possible by sending an email to humanresources@loyalistcollege.com*.*

We thank all applicants, however, only those selected for an interview will be contacted.