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Title Registration and Records Advisor
Job ID 13S-1032
Division/Department Registrar’s Office
Campus/Site Newnham
Job Classification Support
Job Type Full Time
Position Overview Reporting to the Associate Registrar, Registrarial Services, the incumbent constructs and maintains accurate electronic and hard copy file records of students academic and tuition fee records from registration to graduation, and ultimately to the College academic archives. The incumbent provides College information to students, College staff and members of the greater college community.
Responsibilities • Builds official student record/transcript, reviews student enrolment to determine appropriate course load and subject selection according to specific course curriculum.
• Processes and files registration/timetable forms, change forms, withdrawal forms, professor grade change reports, student verification forms, student profile data, grade collection sheets, and supplemental exam reports, using judgement to ensure that the student record reflects the actual situation which took place.
• Investigates and resolves anomalies and discrepancies in the reports or forms with Academic Schools and with students; resolves problems related to either unusual applicant/student circumstances or School/programs need.
• Determines in accordance with guidelines the fee structure to be used for each student depending upon the Academic program selected and the student type; determines extensions to fees deadlines on an individual student basis; prepares the billing and collects the outstanding account.
• Decides, in accordance with guidelines, on appropriate refund of fees depending upon circumstances of the student’s withdrawal, and processes it; advises Financial Aid of any change of student’s status which may affect OSAP funding or repayment.
• Ensures information resulting from Promotion Meetings each semester are accurately inputted to and reflected on the student record.
• Prepares each student’s permanent file to meet the specifications of the auditor for the auditor’s review each Spring.
• Daily fee collection, balancing, reconciliation and deposit of the departmental funds.
• Other duties as assigned by supervisor.
Qualifications • Demonstrated competencies attained through a recognized post-secondary certificate in a related program complemented by 3 years of recent Registration office experience in a computerized environment with high level language skills to clearly and credibly explain policies/procedures to clients/customers or equivalent combination of qualifications and experience.
• Ability to apply advanced level reading, writing and math skills is essential, as well as the ability to assess/investigate, organize and process data utilizing a complex on-line system.
• Microcomputer skills are required in the preparation of letters and special reports using Word and Excel.
• Proficiency in Microsoft Office Suite programs and keyboarding skills of 45 words per minute.
• Strong interpersonal, problem solving and communication skills (written and oral) to interact with the College’s multi-cultural/racial/able staff, students and the public.
• Ability to work under pressure while maintaining good customer service relations with the College’s Academic Faculties/Schools, students, professors and co-workers.
• Strong attention to detail including solid analytical and investigative skills.
• Experience operating a cash register, processing cash/cheques/credit card payments and deposit reconciliation would be an asset.
Hourly Wage Rate Payband F: Start rate $24.91, Maximum rate $28.88
Weekly Hours of Work 35 hours (overtime as required). Monday to Friday: 9:00 AM to 5:00 PM
Required Date As soon as possible
Posting Date April 30, 2013 External
Closing Date May 7, 2013
To Apply Click on “Apply Now” below. Applications must be submitted online by the closing date and must include a covering letter and resume (as one document) in Word or pdf format. 
Note: A skills assessment may be administered and proof of degrees, credentials or equivalencies from accredited regional or federal post secondary institutions and/or their international equivalents will be required at the time of interview.
Seneca College is committed to diversity and encourages applications from all qualified candidates, especially aboriginal persons, francophones, members of sexual minority groups, persons with disabilities, visible minorities and women.
We thank all applicants for their interest in this position, however only those selected for an interview will be contacted.
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