Registration Coordinator - Limited Term

Registration Coordinator - Limited Term

Tracking Code: req1550

Faculty/Department: Office of the Registrar

Number of Positions: 1

Appointment Type: Limited Term 4.5 months

Hours of Work: 35 hours per week

Salary Range: Level 7- Starting Salary, Step 1 $60,852

Posting Date: April 14, 2025

Closing Date: April 21, 2025 (7:00 pm EST)

Job Summary: Reporting to the Manager, Scheduling and Registration, the Registration Coordinator supports the Scheduling and Records team in the maintenance and processing of records and the facilitation of an effective registration period. The Registration Coordinator assists with scheduling and registration issues and processes various types of student and course record changes. This position also processes student transcript requests daily through both electronic and hard copy processes.

Responsibilities/accountabilities:

1. Official Transcripts:
   • Processes all official transcript requests on a daily basis in hard copy paper format, Electronic Data Transfer (EDI) and through online web requests.
   • Checks EDI file from OUAC containing EDI transcript requests and resolves any errors.
   • Processes EDI file each morning and submits it, so transcripts are run and sent back to OUAC overnight.
   • Inputs key information manually for hard copy transcripts to be processed for mail out and/or pick-up.
   • Reviews the transcripts for accuracy before releasing them.
   • Troubleshoots any student/staff issues concerning transcripts and checks and responds to error reports sent from OUAC for EDI transcripts.
2. Registration and Scheduling:
   • Updates all restriction, prerequisite, and link changes to the course sections and adds new sections prior to each registration period.
   • Coordinates registration block schedules in the scheduling, student information, and website systems.
   • Uses scheduling software to produce conflict-free academic and examination schedules.
   • Resolves scheduling conflicts and responds to requests for timetable changes.
   • Facilitates data uploads and downloads across the scheduling and student information system.
   • Assists in processing space requests through the booking system.
   • Processes high volume of requests during registration periods including course add/drops, prerequisite waivers, course overloads, course repeat waivers and lab exemption/carry forwards.
   • Determines eligibility of the request if submitted by the student and maintains contact with academic advisors from each faculty to correct any problems/issues.
   • Processes the manual registration of some student groups, such as students in the Business Embedded program and in the English for Academic Purposes (EAP) program.
   • Responds to registration questions from students, advisors and the Information and Client Services team.
   • Enrolls students, visiting scholars, and their dependents into the UHIP program and changes and updates coverage with UHIP when needed.
   • Stays up-to-date on changes to UHIP coverage and processes, and communicates that to the relevant University community.
3. Record Changes:
   • Processes yearly curriculum changes in the scheduling and student information systems.
   • Supports the update of change forms to be processed on a daily basis in the timeframe given, including program/major/concentration changes, change of grades, program withdrawals and course substitutions.
   • Processes records change forms including Change of Address, Change of Name and Gender, Catalogue changes for degree audits, and requests for Account.
   • Holds additions/removals for the library and residences.
   • Receives and logs Tuition/Late Withdrawal Appeals in BDMS and pulls supporting documents for the SR Records Officer for consideration of the appeal. Sends the response email to the student.
   • Responds to Lawyers’ Requests for information, including verifying the student consent form, printing the transcript and producing the email that goes to the lawyer.
   • Inactivates students at the end of the term who have not been registered for two or more terms.
   • Processes documents and transcripts for Nursing students that are uploaded to CGFNS International.
   • Processes readmission forms which includes updating the students’ academic standing to probationary status and sending the information to the Records Officers to add on the additional fees.
4. Maintenance of student records, file systems & ensuring security:
   • Monitors the batches on the Document Management System (BDMS) to ensure all submissions are completed and filed.
   • Files documents to BDMS as required.
   • Ensures all boxes of BDMS documentation are stored in the secure Records filing room.
   • Assists the SR Records Officer with the checking and purging of Records files according to the university Retention schedule.
   • Receives and processes both internal and external mail for the Records team on a daily basis.
5. Registration Projects:
   • Takes a lead role in the testing required for system upgrade.
   • Assists with analysis, testing and implementation of new workflows and other Registration projects.

Required Skills:

• Excellent organizational skills.
• Excellent written communication skills.
• Strong problem solving and analytical skills.
• Strong attention to detail, ability to multi-task and work with a high level of accuracy and efficiency in a fast-paced environment.
• The ability to maintain confidentiality and integrity of information.
• The ability to work collaboratively with both staff and students.
• The ability to learn and understand university policies and procedures.
• Proficiency with MS Office as well as the ability to conduct research on the internet.

Required Education:

• Completion of a Formal Post-Secondary/College Program of Three Academic Years or Equivalent.

* Verification of Academic credentials may be required.

Required Experience:

• Over 1 year and including 3 years.
• Experience working with student database systems with a working knowledge of the Banner software system an asset.
• Experience using Infosilem scheduling software an asset.
• Experience working with a Document Management system an asset.
• Experience in providing direct quality customer service, preferably in a university setting.

Knowledge:

• A working knowledge of student information systems, preferably Banner.
• Knowledge and understanding of scheduling software, preferably Infosilem.
• Knowledge and understanding of document management systems.
• In depth knowledge of departmental services and functions and of university policies and procedures.

How to Apply:

Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepted until April 21, 2025 or until a suitable candidate is found. We appreciate all applications received; however, only those candidates selected for an interview will be contacted.

This position falls within the bargaining unit represented by the Ontario Public Service Employees Union (OPSEU) and will be subject to the terms and conditions of the collective agreement between the university and the OPSEU. To the extent that policies are not included in the collective agreement, employment will also be governed by the university’s policies which may also be found on our website https://ontariotechu.ca and which may be amended from time-to-time.

Ontario Tech University is actively committed to equity, diversity, inclusion, indigenization and decolonization (EDIID), and welcomes applications from all qualified candidates, while especially encouraging applications from First Nations, Metis, Inuit peoples, Indigenous peoples of North America, racialized persons, persons with disabilities, and those who identify as women and/or 2SLGBTQ+. All qualified candidates are encouraged to apply; however, Canadian citizens, permanent residents, Indigenous Peoples in Canada, and those eligible to work in Canada, will be given priority.

Ontario Tech University respects people's different needs and therefore will take all reasonable steps to ensure accommodation for applicants where appropriate. The University is also committed to ensuring that confidentiality is maintained throughout all aspects of the recruitment cycle.

If you require accommodation, please contact Julie Day, Health and Disability Management Specialist. For more information about the university's policies for accommodating employees with disabilities please review the university’s Accessibility Policy.

The university acknowledges the lands and people of the Mississaugas of Scugog Island First Nation which is covered under the Williams Treaties. We are situated on the Traditional Territory of the Mississaugas, a branch of the greater Anishinaabeg Nation which includes Algonquin, Ojibway, Odawa and Pottawatomi.

Job Location: Oshawa, Ontario, Canada

Expected Start Date: 4/21/2025

Expected End Date: 8/31/2025