Registration Officer (Administrative Officer)

About Olds College of Agriculture & Technology

Founded in 1913, Olds College of Agriculture & Technology has been offering high quality hands-on education for over a century.

Through our core programming including continuing education, online and blended programming, we provide accessible educational opportunities within Alberta and beyond.

We are passionate about the Agriculture industry. Through our applied research and integrated learning, we are proud to be Canada’s Smart Agriculture College, specializing in agriculture, agrifood, horticulture, land and environmental stewardship.

We work closely with industry to advance and adapt our programming to ensure our graduates have the skills to succeed.

The Opportunity - Registration Officer (AUPE Administrative Officer), permanent, full-time

Reporting to the Associate Registrar , the Registration Officer is a cross trained position responsible for aspects of admitting and registering credit and apprenticeship students into programs and courses, including, processing applications through APAS or manually, registering and deregistering students, processing payments, issuing official transcripts, providing information services, maintaining confidential student records and files, and responds to and provides service or referrals by phone, email and in person.

Key Job Functions

Access and maintain confidential student files and materials.

Provide and verify information requested by the college community, students, and external stakeholders in accordance with the confidentiality policies and applicable privacy (FOIP) legislation.

Synthesize a large amount of information about college programs and processes and communicate this knowledge accurately to prospective and current students.

Understand, follow, and effectively communicate policies and procedures to students, such as fee payment deadlines and other important dates.

Determine when student issues should be escalated.

Process application, tuition deposit, and tuition payment fees.

First point of contact to assist with the online application process through APAS and troubleshoot when necessary.

Enter application information into the student information system and is accountable for the accurate recording of student academic history, and demographic information.

Process student registrations from courses and programs.

Ensure accurate input and maintenance of all registration data for internal reporting, government reporting, and other external reporting purposes.

Track various reports on a daily, weekly and monthly basis to monitor registration data.

Monitor grades, including grade audits, verifications, incomplete grades, and report any anomalies to appropriate departments / users.

MyOldsCollege portal support for students.

Process transcript requests by responding to inquiries and transcript information exchanges between Alberta institutions in a timely manner.

Prepare and reconcile daily cashier sessions.

Manage tuition deposits, holds, and assist with refunds.

Manage tuition deposit process for new students, including follow up and removal for unpaid deposits.

Assist with monitoring and updating financial holds, including housing, tuition, and library.

Withhold registration, transcript requests, and release of all other academic records until holds are lifted.

This position will be required to work some evenings and / or weekends

Education / Experience / Skills / Knowledge Required

A minimum education of a two (2) year diploma with related work experience.

Experience in a post-secondary environment would be an asset.

Manage financial transactions with a high level of internal controls ensuring accuracy.

Working knowledge of FOIP legislation.

Must be able to process and compile information with a strong degree of accuracy.

Demonstrates ability to use technology including Microsoft Office, Google software, Student Information Systems, and the internet.

A willingness to learn and / or maintain a current knowledge of relevant technology is required. Experience with Banner would be considered an asset.

Demonstrates ability to manage and prioritise a high volume of work while maintaining customer focus is required.

Ability to work independently and as part of a team.

Strong organisational and time management skills.

Presents a positive, professional image and possesses strong interpersonal, customer service, and communication skills.

Conditions of Employment :

Current Criminal Reference check that is free of any offences.

Must respect and actively promote occupational health and safety policies.

The statements contained in this job description reflect general details as necessary to describe the key job functions of this position, the level of knowledge and skill typically required and the scope of responsibility.

It is not an all-inclusive listing of work requirements. Other duties may be assigned.

Olds College offers a competitive benefit plan :

Defined Benefit Pension Plan (LAPP)

Extended Health, Dental, and Prescription Drugs benefits

Health / Personal Spending Account

Generous Vacation Leave

Paid Holiday Closure

Olds College in the Community’ volunteer leave

Professional development and opportunities for growth, including employee and family tuition waivers

Please apply by November 14, 2024.

We thank all individuals for their interest in this position. We appreciate the time involved for candidates in the application process.

At this time, please note only those selected for interviews will be contacted.

Olds College is committed to an equitable, diverse, and inclusive workplace. We welcome applications from all qualified persons.

We encourage applications from women, Indigenous Peoples, racialized persons, persons with disabilities and persons of any sex, sexual orientation, gender identity or gender expression.