Student Records & Registration Representative

College Scarborough Centennial College of Applied Arts and Technology
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Organization Overview Diversity, equity and inclusion are fundamental to our mission to educate students. We are committed to education that places strong emphasis on global citizenship, social justice and equity. We live this value through the strength and richness that diversity brings to our workforce and welcome contributors from equity groups including: Aboriginal Peoples, Visible Minorities, Persons with Disabilities, Lesbian Gay, Bisexual, Transgender and Queer persons.
Title Student Records & Registration Representative
Competition Number 18-S-155
Campus/Site Progress
Position Summary

Records & Registration, Enrolment Services

(This position is initially open to full time, bargaining unit employees of the college)

Reporting to the Manager of Records and Registration and as an integral member of the Enrolment Services team, the Records and Registration Representative provides a full range of functions associated with various Record and Registration Portfolios in accordance with established policies, procedures, guidelines and practices.

  • Develops and maintains the integrity of student electronic and hard copy registration and personal-attribute records of all past and present students. 
  • Reviews, audits and verifies the accuracy of each student’s academic history and updates records, (i.e., time status, term attributes, grades, academic standing, graduation eligibility, course equivalencies, academic progression, and personal attributes
  • Maintains and makes changes to student grades on Banner/ Academic Information System (AIS) as authorized by the Academic staff/faculty, Manager, resolves queries associated with input of grade changes and ensures appropriate security measures. 
  • Services student requests for academic transcript; tests and ensures accuracy of the record prior to producing/sending official transcript.
  • Assist academically eligible and paid students in registering in courses in accordance with the specific curriculum/graduation plan of each student at the front counter during Registration and peak periods.
  • Ensures that the information for students withdrawing from course(s) is accurately posted on Banner/AIS; including the determination of eligibility for a refund, (e.g., application of academic penalty/or partial refund).
  • Ensures timely and accurate responses to a wide variety of regulatory, general and detailed information requests (phone/mail and email), e.g., course equivalencies, academic standing, add/drop courses, transcript services, Transfer Credit, Prior Learning Assessment and tuition calculations.
  • Coordinates, implements and independently handles processes associated with the Apprenticeship and Continuing Education graduation audits; participates as part of the Records/Registration team on the Full-Time audits:
  • Supports the graduation audit and convocation processes. Audit students’ course records against curriculum requirements of continuing education, full-time and apprentice programs for the purposes of clearing the student for graduation and producing the student’s credentials. 
  • Reporting to and in consultation with the Manager provides operational support and assistance for administrative tasks associated with the Important Dates Calendar 
  • A minimum 2 year Community College diploma in Business, Business Operation or Business Information Systems or related field, or equivalent combination of education and experience
  • Minimum 3 years’ experience and knowledge of the Ontario secondary and post-secondary education system combined with working knowledge of the College and Ministry of Training Colleges and Universities (MTCU) policies and procedures as it applies to the Records/Registration functions to respond to enquires/provide assistance to applicants and students on a wide variety of general, detailed and regulatory information on College registration and admission
  • Working knowledge of computers, on-line systems and related software packages (e.g., Word, Excel, Lotus Notes), Internet, Photo ID – hardware and EPI software); as well as excellent data entry/keyboarding, text editing skills
  • Proficiency in the use of Banner/AIS (the college on-line system) and data base organization is a must
  • Familiarity with Ontario’s Freedom of Information and Protection of Privacy Act
  • Demonstrated strong organizational and analytical skills to prioritize work effectively
  • Proven ability and initiative to work accurately under pressure with the flexibility to handle multiple tasks with concurrent/conflicting deadlines, meet objectives and ensure successful outcomes
  • Effective and accurate oral and written communication skills
  • Proven interpersonal, customer service and problem solving skills to respond to the general public, students and staff
  • Ability to communicate and interact with sensitivity/tact and diplomacy when addressing the needs of clients from multi-racial cross-cultural, diverse backgrounds
  • Proven ability and strong commitment to function effectively as a member of a team combined with the ability to work independently with minimal supervision in a busy office environment
Classification Permanent - Support
Hours of Work 35 Hours
Additional Information as Applicable 8:30 AM – 4:30 PM, Mon to Fri
Posting Date 12/7/2018
Closing Date 12/14/2018
Application Info

"Proof of credentials or equivalencies from accredited regional or federal post secondary institutions and/or their foreign equivalents will be required at the time of job offer." 


When applying, your cover letter and résumé must include examples that reflect all of the requested skills and qualifications and should be submitted electronically by December 14, 2018 at 4:30 p.m.  Please quote Competition #18-S-155.  Misrepresentation of applicant information will be grounds for your exclusion from the competition or for dismissal should you subsequently be hired for the position.  We regret we cannot accept phone calls. 


We wish to thank all applicants for their interest and advise that only those selected for an interview will be contacted.

Salary Range $28.71 to $33.28 per hour (Payband G)
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