Registration, Records & Scheduling Specialist – CE/TTG - Jobs in New Westminster, BC

Job Description

Work ArrangementsThis temporary full-time (35 hours per week) position is available from December 5, 2022 to September 30, 2023. Regular hours of work are Monday to Friday, 8:30 am – 4:30 pm. Shift days and times may change depending on the Department’s need. Occasional evening and/or weekend work may be required. The position is located at the New Westminster campus. Douglas College is committed to supporting a healthy work/life balance for employees. A hybrid work from home arrangement may be considered once probation period has been completed and subject to the terms of the College’s Work From Home Policy.What Douglas OffersDO what you love. Be good at it. That’s how Douglas College defines a great career. It’s a philosophy that resonates through our classrooms, our offices and our boardrooms. It inspires our students and drives us to make Douglas College one of BC’s Top Employers. We love what we do. And we’re looking for passionate, motivated people to join us in making one of Canada’s best colleges even better.The RoleThe Registration, Records & Scheduling Specialist (RRSS) – CE/TTG is responsible for a variety of critical duties related to student records, scheduling and registration specific to the non-credit (CE/TTG) offerings at Douglas College. They possess in-depth knowledge of student records processes and seek enhancements through new functionality, planned maintenance, configuration and upgrades of the Student Information System (i.e.: Banner) and other applications to improve efficiency and service. They ensure data integrity and consistency and demonstrate expertise in using and maintaining Banner, and ensure that all relevant policies and procedures are accurately applied to each student record and course entry. They are responsible for testing and implementing new and/or revised functionality of the Student Information System and other applications. They must work well in collaboration with faculties, staff, facilities and various other stakeholders, to ensure that all course schedules are operational within time sensitive deadlines. They are responsible for data integrity, quality control and maintenance of an accurate, comprehensive course schedule, utilizing the Student Information System and any other relevant systems for non-credit offerings. They recommend improvements to registration and scheduling processes, offer guidance to stakeholders on how best to optimize scheduled course offerings, and provide client-centered services on a consistent basis to all stakeholder groups.Working collaboratively with CE/TTG Programmers and Program Assistants to facilitate enrolment growth, the RRSS-CE/TTG registers students into their courses and programs and processes all fee payments. They contribute to the success of Douglas College and its community of learners by providing front line contact, information and guidance to students, prospective students, the general public, faculty and staff seeking information about program and course offerings in Continuing Education and the Training Group.Responsibilities1. Facilitates and supports student success and enrolment within Enrolment Services and CE/TTG departments, as well as CEIT, Finance, and external vendors/programmers to meet business requirements of the unit.a. Assists with registration set-up, monitoring, trouble-shooting and resolving complex registration problems by investigating and determining the reasons for registration issues or challenges; resolves or recommends solutions as appropriate.b. Reviews daily processes for wait-listing, fee non-compliance, and various other registration reports to identify any irregularities. Investigates any issues found and restores the student account, reporting the issue to the Assistant Registrar or Finance as appropriate for further investigation when system errors are identified.c. Maintains current knowledge of all programs/course offerings, start/end dates, pre-requisites and curriculum changes, and complexities in regard to registration.d. Researches, analyses and corrects errors in student records to meet data standards and ensure data integrity by applying sector best practices.e. Resolves Duplicated Student ID accounts by completing a comprehensive and thorough investigation of each account.f. Processes grade changes, entry of I-Contracts, and IP Contracts, manually adjusting student accounts as required.g. Liaises with other areas of the College, such as CEIT, Finance or HR, as necessary to ensure completeness of record.h. Ensures compliance to student record policies and procedures; maintains records standards based on College policies.i. Conducts comprehensive testing for Student Information System upgrades and identifies and documents problems/errors when appropriate and validates accuracy of system upgrade.j. Produces and distributes routine student information system reports as required, including reports using the FAST reporting tool, requiring expert knowledge.2. Creates a comprehensive course schedule for CE/TTG offerings in partnership with departmental and faculty contacts, while liaising with all relevant stakeholders. Understands the needs of both stakeholders and students, and ensures those needs are met during the creation of the schedule:a. Set-up in Student Information System for term roll, ensuring calculation of accurate term dates.b. Manages critical control forms for each term in relation to catalogue, schedule, registration, withdrawal and refund policiesc. Ongoing update of course fees on the course catalogue level and maintenance of adjusted fees on the course section level for flat fees, adjustment of fees for early bird discounts or conference rates, including GST.d. Data input of the core semester course offerings in the Student Information System including complex functions such as student fees and discounted rates.e. Ensures course setup reflects intended registration controls and appropriate fees are charged.f. Maintains multiple course schedules that encompass several semesters.g. Coordinates the flow of work between faculties and the scheduling department. Prepares relevant forms and distributes reports with prior term data to assist departments in the collection of their course scheduling data for the following academic year. Ensures that all time lines are adhered to.h. Liaises with Finance to ensure that CE&TTG are following the approved and allowed fee increase regulations, and ensures accurate FTE calculation based on course setups.i. Liaises with Room Bookings to ensure that CE&TTG schedule is booked in adherence to College best practice, in consideration of shared space with credit courses and external bookings.j. Liaises with staff and faculty to ensure that curriculum information is correct and complete. Is responsible for CE/TTG course curriculum management for all non-Credentialed course offerings.i. Creation and maintenance of scheduling procedure manuals for external stakeholders as well as CE/TTG staff.3. Provides initial front line contact service and facilitates the registration and admission functions In CE/TTG.a. Advises on CE/TTG program and course offerings including admission procedures, program or course prerequisites, course materials, deadlines, and registration procedures.b. Interprets policies and procedures and offers assistance concerning transcript requests, graduation procedures, fee payment and other course fees if appropriate, refund policies, non- credit fee deferrals, bursaries and subsidies, and T2202 and Child Fitness Tax Credits.c. Refers and collaborates with other resources at the College, such as Enrolment Services or Student Affairs and Services.d. Informs the student in program offerings and entrance requirements, course selection and course eligibility.e. Updates, maintains, and ensures data integrity of all data entered into the Student Information System (SIS).h. Registers, waitlists, and withdraws students in courses. Has the authority to add a waitlist for in-demand courses and adjust course capacities for select courses to accommodate additional students. Liaises with departments when courses are in demand to advice of the demand and setup additional offerings.f. Assesses, collects and processes appropriate fees including controlling the process by adjusting or backdating activity dates, to ensure fee assessments and refunds are accuratei. Identifies over enrolment course demand, including historical registration patterns to the CE/TTG Programmer to see if they will authorize additional sections or increased capacity is possible;4. Performs Cashiering Dutiesa. Receives and processes student payments, develops and manages daily cash processing, prepares floats, cash and charge deposits,b. Balances daily receipts of cash and other payments, maintains back up documents for daily entries.c. Processes fee payments, fee adjustments, and refunds as appropriated. Controls the security of cash and the protection of credit card numbers to ensure PCI compliance, including daily inspection of equipment and premises.e. Approves and updates the student record to apply fee adjustments, tuition transfers, and determines refund amount using judgment and general departmental guidelines.f. Reviews payment/sponsorship documents to ensure they are accurate and appropriate procedures are met.g. Acquaints students and sponsors about invoicing and sponsorship procedures which allow employers and authorized third parties to register students, pay the tuition, and ensure any refund will be handled appropriately.h. Prepares requests for invoicing and internal charge-backs to Accounts Receivable.i. Reviews daily tuition fee non-compliance reports and follows up with student to collect fees.j. Generates cashier session reports.5. Performs Other Related Duties Such Asa. Trains and/or guides auxiliary staff in the unit.b. Generates a variety of SIS reports (i.e.: class lists; room location lists).c. Undertakes projects as appropriate (e.g., assembling statistics, reviewing and revising procedures and manuals, etc.).d. Assists with departmental special events such as Registration and Graduation as required.e. Creates and maintains processes for tracking of student payments, daily duties, and unit stats.To Be Successful in this Role You Will Need1. To have successfully completed a Diploma level program in a related field at a recognized post-secondary institution and a minimum of two-year relevant experience in a post-secondary environment with a computerized student information system; an equivalent combination of education, training and experience may be considered.2. A good working knowledge of Student Information Systems (such as Banner) and registration and records functions, with the ability to identify and problem solve errors and student account issues.3. Good working knowledge of the applicable College policies, procedures and best practices, the nature and content of programs being offered, as well as office practices and procedures. Ability to review complex documentation and incorporate findings into practice.4. Experience working in an environment where professionalism, high degree of confidentiality and sensitivity are of primary importance.5. Proven experience in a high volume, fast-paced environment with multiple conflicting deadlines and short turn-around times, where speed and accuracy are paramount.6. Excellent interpersonal and intercultural communication skills including written and verbal fluency in the English language.7. Proven experience with accounts receivable and cash management process and procedures using the most up-to-date practices and accounting principles. Experience processing cash, credit, debit, and other methods of payments accurately. Experience closing and balancing daily reconciliations. Knowledge and understanding of PCI (Payment Card Industry) compliance protocols.8. A demonstrated ability to:

• exercise initiative within a team and promote a positive work environment.
• perform under pressure during peak periods of concentrated activity, together with a proven ability to establish priorities and achieve strict deadlines.
• excellent communication skills including navigating difficult conversations with stakeholders, as well as proven experience in dealing professionally with diverse populations, at all levels , both internal and external to the College
• coordinate information between various stakeholders, with a good working knowledge of modern office practices and procedures.
• apply and work within relevant policies and procedures. Demonstrate an understanding of the relationship of the responsibilities of this position to other College operations.
• work within an environment where there is a constant flow of enquiries, requiring attention to detail, endurance and stamina and the need to stay focused over prolonged periods of time.
• retain, organize, utilize and communicate a vast range of information regarding college programs and procedures.
• show proficiency with student information systems, including the ability to test, analyze and problem solve complex error and omissions that have the potential to impact entire student populations.
• function in an environment where professionalism, confidentiality, and sensitivity are of primary importance.
• provide excellent client-centred service on a consistent basis to all stakeholder groups.
• keyboard accurately at 40 wpm.
• use Excel at an intermediate level, MS Word at a basic level and demonstrate an aptitude and comfort in learning a variety of computer software programs.

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