Records and Registration Associate

Position Title: Records and Registration Associate
Location: Niagara Falls, Ontario, Canada
Reports to: Registrar
Positions to Fill: 2

Primary Purpose

The Records and Registration Associate is an Office of the Registrar team member, reporting directly to the Registrar, with specific responsibility for performing complex and specialized administrative functions related to creating, securing, and maintaining accurate student records and course registration. The Records and Registration Associate is the primary resource for enquiries from students, staff and faculty on registration, grading, fee assessment, transcripts, deadlines, graduation processing and related university policies and procedures. This position also reviews and processes a variety of forms and documents while checking for correct application of procedures and accuracy. The Records and Registration Associate works with the Office of the Registrar’s staff to ensure new students are registered correctly in their programs and courses, and responds to student inquiries by phone, email, and in person. The Records and Registration Associate investigates student concerns and works with colleagues in cross-functional university departments to identify and facilitate resolutions. The Records and Registration Associate is familiar with all aspects of the Office of the Registrar’s policies and procedures to assist in delivering exceptional service to prospective and current University of Niagara Falls students.

Specific Responsibilities

The Records and Registration Associate:

  • Works within the Office of the Registrar to ensure exceptional delivery of services to students by being familiar with all functions including, but not limited to degree progression requirements, academic regulations, service request forms and fees, admission processes, transfer credit process, and appeal procedures.
  • Supports the efficient and effective processing of official documentation, ensuring accurate and timely maintenance of student academic records, and provides prompt, accurate and effective resolutions to student inquiries and concerns.
  • Ensure that student records are accurate, complete, and up to date.
  • Works closely with the Admissions Officers to provide information and advice to applicants and students.
  • Serves as liaison with Student Accounts and Student Services to review and process student requests for course and program withdrawal, specialized official letters and documents, official transcripts, and eligibility to register in courses.
  • Assists with the development and maintenance of admissions and records procedures to respond to student enquiries and to support processing when needed, and as assigned.
  • Develops, maintains, and produces reports and students information for the Registrar as requested.
  • Provide ongoing training and support to existing staff, as well as onboarding training to new Office of the Registrar staff.
    Compliance with record security and privacy legislation is imperative.

Skills and Qualifications

To be successful as a Records and Registration Associate, individuals must be committed to developing, maintaining and demonstrating the following:

  • Excellent organizational skills and ability to set priorities when encountering conflicting demands
  • Ability to interpret and apply University and government policies and regulations
  • Ability to exercise mature judgement, tact and discretion
  • Demonstrated accuracy-oriented approach to processes and documentation
  • Proven ethical and objective decision-making and problem-solving abilities
  • Excellent oral and written communication skills
  • Demonstrated ability to provide excellent client service when providing information and services to colleagues, students, and the public
  • Advanced information research skills
  • Intermediate level skills in the use of standard computer applications including word processing (Word), spreadsheets (Excel), and email.
  • Ability to work independently and within a team
  • Ability to work cooperatively with students, faculty and staff
  • Demonstrated ability to maintain confidentiality

Education and Experience

  • Minimum (2) two-year post-secondary credential in Business, International Business, International Relations, Office Administration, Information Technology, or a related discipline (equivalent combination of education and experience may be considered)
  • Minimum two (2) years’ experience working in administrative or clerical capacity within a culturally diverse and/or fast-paced global environment (Office of the Registrar experience preferred)
  • Excellent communication, organization skills and attention to detail;
  • Demonstrated self-starter with the ability to work with minimal supervision;
  • Basic training in office practices, customer service and communication;
  • Proficient in Microsoft applications; advanced Excel skills preferred;
  • Experience using student information systems and related software including but not limited to Banner, Colleague, PeopleSoft and Salesforce is considered an asset.