Registration Officer

Position Summary

BCIT’s Registrar’s Office is seeking a temporary, 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.
• Reviews and processes registration adjustments, including course capacity, cancellations, class descriptions, and refund deadlines. Updates course registration information in the student information system. Coordinates drops for students lacking prerequisites, closes registration as needed, and facilitates with Finance to apply fee waivers per policy.
• 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.
• Performs Criminal Record Check and Vulnerable Sector Check applications through the ministry and reviews results to ensure they meet program requirements and support the safety and well-being of vulnerable populations.
• 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.
• Works closely with the Human Resources team to process staff registrations through the fee waiver. Ensures all registrations comply with institutional policies and registration regulations before applying the waiver to staff accounts.
• 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:

• Requires the equivalent of completion of specialized training programs of up to two years’ duration, in such as Business or Computer Systems, which includes computerized office and business applications.

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).
• Must be comfortable working in a digital environment and supporting others in the use of web-based applications.
• MS Office Applications.

Communication/Interpersonal Skills:

• Strong communication and interpersonal skills.
• Proven experience working effectively with diverse groups of people.
• Experience working within a culturally diverse environment.
• Strong ability to deal with various levels of staff, faculty and administration in a professional manner.

Administrative Skills:

• Must have a strong aptitude for planning, organization, attention to detail and prioritizing tasks in order to meet deadlines in an efficient and timely manner.
• Excellent keyboarding skills for notetaking and correspondence.

Other Skills/Abilities:

• Proven ability to implement priority planning and problem-solving skills while maintaining the highest level of customer service.
• Must be adaptable to rapid changes in institute and department initiatives and in technology related to a Registrar’s Office.

Additional Information Benefits – Why you’d love working with us

• Competitive pay
• Minimum of fifteen days of vacation prorated per year
• Competitive employer-paid extended health and dental plan including access to a Health Care Spending Account of up to $325 if eligible!
• Defined benefit pension plan with employer contributions
• Flexible hybrid work arrangements available
• Professional Development funds and resources
• Access to most BCIT Flexible Learning courses free of charge
• Wellness and Employee Assistance programs
• Complimentary membership with free access to the Fitness Centre, Gymnasium, and more
• Eligibility requirements apply, benefits may vary depending on the employee group the position belongs to and whether the position offered is temporary or part-time. For more information on our generous benefits, click here!

BCIT is committed to the principles of equity, diversity & inclusion and to promoting opportunities in hiring for systemically oppressed groups who have been excluded from full participation at BCIT and the larger community. This includes Indigenous Peoples, women, racialized persons, persons with disabilities and those who identify as 2S/LGBTQIA+. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority.

Persons with disabilities who require accommodation for any part of the application or hiring process should contact us using our contact form. Please note that all applications must be submitted via the careers page portal. Applications submitted through the contact form will not be accepted. For additional information, please visit our frequently asked questions (FAQs) page and see how we hire.

The British Columbia Institute of Technology acknowledges that our campuses are located on the unceded traditional territories of the Coast Salish Nations of xwməθkwəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səl̓ilwətaɁɬ (Tsleil-Waututh).