Part-time Registration and Records Officer – Georgian College – Barrie, ON

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Department: Office of the Registrar
Campus: Barrie
Classification: Support Staff
Posting Date: June 28, 2022
Salary Range: $18.95 – $24.83
Hours per week: Up to 24 hours per week
Status: Part-time (Regular)

Reporting to the Manager, Registration, Records and Reporting, the incumbent is a dedicated resource, focused primarily on supporting/delivering Registration, Student Records and Graduation related functions, processes and services. Specific duties include, but are not limited to:

  • Registration and Student Records:
    • Advising and assisting students with in-person, phone or online registration including demonstrating the registration system, verifying proper course selection in order to meet graduation requirements and correcting records, troubleshooting student registration / record issues
    • Admitting part-time studies students into applicable part-time studies programs, creating new student records and student numbers
    • Ensuring student fees have been assessed correctly; processing tuition payments or deposits and reconciling payments using cashiering system
    • Processing company billing registrations, ensuring contracts are set up in registration system
    • Assisting students with applying for transfer credits, including fee assessment
    • Preparing student enrolment letters for students, including fee assessment where required
    • Processing student withdrawals
    • Processing grade changes for current term and refunds where applicable
    • Maintaining student records; assisting students with changes to their records and fee assessments, ensuring changes are within policy and meet the students’ desired outcome; reviewing academic decisions for student advancement to subsequent semesters; ensuring College practices and procedures are followed and if necessary escalating student issues
    • Maintaining contact with the Senior Officer(s) to identify student record errors requiring academic response; determining validity of current records and remaining current on all program and course changes
    • Identifying course information errors on website and informing appropriate staff
    • Participating in marketing events such as Open Houses and Get Connected
  • Inquiries:
    • Assisting students with information regarding registration, add / drop and withdrawal processes, deadlines, etc.
    • Referring students to testing services
    • Responding to email inquiries
  • Graduation:
    • Informing students about the Request to Graduate application process
    • Determining graduation eligibility and working with Program coordinators and other academic departments to follow up on information as required and reviewing all changes after final grades are submitted to determine impact to the potential graduate
    • Initiating and sending correspondence to students advising them of graduation status and updating records accordingly
    • Determining student’s eligibility for awards based on overall grade point average for that program
    • Participating in convocation ceremonial duties as required


  • Successfully completed a two-year postsecondary diploma in a relevant field of study that may include, but is not limited to, office administration, business or business administration
  • Three years of experience in a customer service role in a fast-paced office environment where duties included processing a variety of complex inquiries and services
  • Experience taking payments and preparing deposits using an electronic cashiering system (preferably Touchnet)
  • Experience with data entry and a demonstrated ability to follow and communicate a system’s approach to enter information and provide guidance to applicants while using the Student Information system (Banner)
  • Demonstrated customer service, interpersonal and communication skills (oral / written) to liaise with a varied client group with professionalism and tact
  • Detail oriented with demonstrated mathematical, analytical and problem-solving skills
  • Proven organizational skills to work effectively, handling numerous tasks simultaneously
  • Proven ability to work independently and participate as an effective team member
  • Experience with Microsoft Office (Word and Excel) to create and analyze spreadsheets and generate correspondence
  • Knowledge of and experience using a Student Information System, preferably Banner, is an asset
  • Previous educational admissions/registrarial experience is an asset

Georgian College supports diversity, equity and a workplace free from harassment and discrimination and is committed to an inclusive, barrier-free environment. We invite applications from all qualified candidates and actively encourage applications from members of groups with historical and/or current barriers to equity, including, but not limited to persons of Indigenous ancestry, racialized persons, persons with disabilities, women and members of the 2SLGBTQ+ community. If you are contacted to participate in the interview, please advise the coordinator of any accommodations needed with respect to any materials or processes used to ensure you have access to a fair and equitable process.

Alternate formats will be provided upon request throughout the recruitment and selection process.

Applications for this position must be received by 11:59 p.m. July 6, 2022. While we thank all applicants, only those contacted for an interview will be acknowledged.

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