Registration Specialist - Jobs in Burnaby, BC

Job Description

BCIT’s Registrar’s Office is seeking a regular, full-time (FTE 1.0) 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 & ResponsibilitiesDUTIES & RESPONSIBILTIES:

• 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 2
• Take on special projects as assigned by supervisor
• Take and distribute team meeting minutes
• Prepare regular Cognos reporting

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)
• Liase 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
• Respond to part time studies email inquiries
• 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
• Receive and process all email authorizations, course changes and cancellations
• 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 when necessary
• Maintain inventory of Cashier related supplies such as receipt paper, turbo machine supplies etc
• Investigate unusual student accounts and make appropriate changes
• Act as Banner Module Specialist for all Finance related Banner modules coordinate the non-payment of fee process. Analyze, investigate, warn and withdraw students for non- payment of tuition for both full time and part time studies

QualificationsQUALIFICATIONS:Definition: The qualifications section for this position 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: Grade 12 plus completion of up to one year post secondary training in Business or Computer Systems, which includes computerized office and business applications.License(s)/Certifications(s):Experience: Two years general work experience in a Registrar’s office plus one year’s working experience in a similar position which includes lead-hand responsibilities.Software/Computer Application(s) and Expertise: Must have extensive experience in an automated student registration system (which includes working knowledge of Banner and an automated telephone system). MS Office Applications.Communication/Interpersonal Skills: Strong communication and interpersonal skills.Administrative Skills (e.g. prioritizing, minute taking, wp speed, etc.): 5 Minimum of 60 wpm.Other Skills/Abilities: Proven ability to implement priority planning and problem solving skills while maintaining the highest level of customer service.Additional InformationBenefits – Why you’d love working with us

• Competitive pay
• Minimum of fifteen days of vacation
• Competitive employer-paid extended health and dental plan – take a look at our benefit plans!
• Defined contribution pension plan with employer contributions
• Flexible hybrid work arrangements available
• Professional Development funds and resources
• Access to most BCIT PTS courses free of charge
• Wellness and Employee Assistance programs
• Complimentary membership with free access to the Fitness Centre, Gymnasium, and more

Salary Range Salary Grade 6: $49,090 - $53,170 per annumAdditional Salary InformationExternal hires are initially placed at the minimum of the salary range with progression to the maximum. Salary prorated based on percentage and term of appointment.Position DetailsPosting Category AdministrationSchool/Service Area RO Student Information & Enrolment ServicesCampus Location Burnaby campusBargaining Unit BCGEU Support StaffJob Status RegularFull-Time/Part-Time Full-TimeNumber of Vacancies 1.0Anticipated Start Date 10/10/2022Anticipated End DateCompetition InformationCompetition Number 22B137Competition Open Date 09/10/2022Competition Close Date 09/19/2022Open Until Filled NoQuick Apply

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