Registrarial Specialist

Registrarial Specialist

The Office of the Registrar at SAIT is an essential part of the student journey, the front line of student support from admissions to convocation. We are committed to informing and assisting our current and future students from initial inquiry through to graduation and employment.

The Opportunity

Reporting to the Manager of Learner Progression at Office of the Registrar (OTR), the incumbent in the Registrarial Specialist role supports OTR’s strategic priorities of domestic enrolment growth, student success and operational excellence by providing exceptional service to prospective domestic applicants and all students. A commitment to excellence, service, and a willingness to adapt and assist as needed are expectations for all staff.







The Registrarial Specialist is a seasoned and multi-functional position in the Office of the Registrar specialized in a specific area of subject matter expertise. The Registrarial Specialist works within a team of Specialists and under the guidance of a Manager or Team Lead for day-to-day functional and operational matters. With a minimum of supervision, the incumbent responds to applicants and student inquiries in person, by voice and electronic means, by providing clear, accurate and concise information that enables the applicants and students to resolve their issues and maintain their focus on learning.

Individuals in this role will be assigned a portfolio that they are subject matter experts in. Portfolios include: Apprenticeship, Records and Registration, Graduation and Convocation, and/or Student Financial Account.

Foundational goal and primary requirements of the role are:

1.





Supporting the students from point of application through progression to graduation ensuring the student journey is seamless.
2. Working behind the scenes to complete and proactively maintain accurate student records. They are required to proactively validate the accuracy of records for a seamless student experience.
3. Providing clear, accurate and concise information to students, staff, faculty and other interest holders.
4. Analyzing data to understand trends and ensure optimal processes are in place to support students from admission to graduation. The person in this job supports students for escalated situations that require in-depth investigations and troubleshooting into the student record.
5. Ensuring student records transitioning from admissions remain accurate.





This role has access to Banner and other systems and authority for daily decision making around SAIT registration and tuition related policies and processes.
6. Advising, training, and supporting both students and academic advisors and academic chairs with all things registration related, including adds, drops, withdrawals, registration and cohort rules as well as student financial account. They are empowered to make decisions on late drops and withdrawals.
7. Collaborating with our partners in accessibility when medical validation is required.

The Specialist manages individual responsibilities, expectations, and priorities, along with overall departmental goals and priorities while adhering to SAIT approved policies and procedures.





The incumbent will work closely with the Team Lead and OTR Leadership to maximize admission fill rates, maximize course fill rates, and provide seamless student experiences. The individual in this position must work both independently as well as in a team setting with a shared and collaborative attitude. To be successful individuals will be required to collaborate with their colleagues institutionally.

The Specialist provides guidance, advocacy, and support to student learning full cycle and leverages promoting long-term, transformational relationship building with students over transactional services.

The incumbent must develop and deliver high-quality services to support student success and participation in all aspects of SAIT’s campus life. The incumbent liaises with a wide range of student support colleagues, clubs,





administrative and academic supports on campus to provide a full range of programs and services that support student success and student experience by providing coaching, and advising to support students retention, participation, engagement, and academic success.

The Role

- Service Focus- 30%
- Responds accurately and in a timely manner to escalated student inquiries in their area of subject matter expertise.
- Provides innovative high quality advising service to applicants, current students and other interested parties concerning SAIT policies and procedures pertaining to student life cycle from applicants to graduation.
- Knowledgeable to advise on student financial account, how charges are applied, how student financial aid and loans are applied,





processes for sponsored students.
- Knowledgeable about advising on apprenticeship in Alberta.
- Provides information and assistance to students and prospective students regarding admission and financial aid application procedures.
- Verifies/certifies reports, files, enrollment status, records, and applications within FOIP guidelines and assists in preparation of semester grade transcripts, degree plans, diplomas and certificates.
- Performs add/drops, withdrawals and grade changes as required.
- Develops relationships with recruiters, academic advisors and accessibility colleagues to support their training and to work collaboratively.
- Develops,





coordinates and delivers engaging and interactive Student information sessions to provide proactive assistance and targeted support, including proactive outreach by phone.
- Acts as a key contact for students, the schools and other student Services ensuring a culturally sensitive approach and appropriate communication style, demonstrating flexibility, and understanding of diverse cultural needs.

- Apprenticeship, Records Maintenance, Learner Progression & Graduation- 60%
- Maintenance and accuracy of complex student records – curricula, cohort, registration, degree audit, fee assessment, admissions decisions etc.
- Guides, advises and assists students and applicants with respect to programs, prerequisites and requirements, course registrations, updating of students’ records and other academic student advising related queries.






- Ability to deep dive complex investigations into the student record.
- Ability to investigate cohort, curriculum, and student record with an in-depth understanding of impact on program completion and graduation.
- Assists with the development and implementation of the strategies to maximize course fill rates and room optimization.
- Has advanced knowledge of how multiple types of curricula impact fee assessment, registration experience.
- Audits and ensures the student record is set up for optimal student experience.
- Demonstrates in-depth understanding of the interconnectedness of the student record from curricula, to admit through program progression to graduation.
- Manages and handles apprenticeship registration and waitlist management to optimize fill rates.
- Validates the accuracy on sait.ca reflects accurate approved program curricula, information and student processes, including accurate forms and up to date fee schedules, deadlines, admissions information that align with policy.
- Evaluates Student documents including external transcripts, including making decision on equivalencies of foreign documents.
- Validates and checks on all student data in banner to ensure clean government reporting and compliance.
- Supports implementation of cancellations and related refunds.
- Is proficient in pulling queries and running reports to validate the accuracy of student records.
- Can analyze mass quantities of data, filter, and manipulate to demonstrate a story that can drive decisions on process and practice.
- Troubleshoots and resolves curricula and program information to create a seamless experience from admissions to registration through to graduation.
- Uses data to drive decisions and support the development of OTR strategies to improve processes.
- Uses multiple software platforms at an advanced level.
- Demonstrates deep system knowledge and advanced level use of MS office tools, specifically excel, word, and access.

- Problem Solving, Communication and Collaboration- 10%
- Contributes to student communications content and review in their area of expertise and provide content for student communications related but not limited to admissions and registration.
- Maintains excellent working relationships with staff, internal departments and schools to provide optimum service to applicants and students.
- Is flexible in busy periods (e.g. during semester start-ups) to assist all other members of student recruitment, admissions and progression staff with overflow work when required.
- Actively participates in strategic enrolment management initiatives and participates in team meetings as appropriate.
- Initiates professional communications with applicants to resolve outstanding admission requirements (transcripts, admission-related supporting documents).
- Communicates with staff in OTR and other schools and departments as required to support all applicants and students.
- Research best practices and make recommendations on process, policies, and approaches to supporting students from admission to graduation.
- Other duties as assigned.

Qualifications & Experience

- Minimum
- 2-years post-secondary education.
- Three to five years' experience in Registrar Office in post-secondary environment.
- 2 years customer service experience or equivalent experience.

- Preferred
- Diploma from post-secondary.
- 2 years customer service experience in a post-secondary setting.
- The incumbent must complete mandatory Advanced Excel Training (offered by SAIT) within the first year of appointment in the role.

Knowledge & Skills Required

- Incumbents must be strong team players and have the ability to manage multiple tasks simultaneously while providing mutual support to colleagues.
- Incumbents must be able to complete work accurately and be attentive to details.
- Completing the tasks of the position while being sensitive to cultural needs and differences is mandatory.
- Knowledge of records and required academic data is necessary.
- Incumbents must be able to problem solve and know when and where to refer students and potential students for additional information and assistance.
- Completing the tasks requires highly developed communication and problem-solving skills as well as tact, diplomacy, empathy and discretion.
- Incumbents must be able to adapt to changing environments and remain flexible to change.
- SAIT’s rules, regulations and policies, academic programs.
- Knowledge of SAIT’s student services.
- Systems knowledge, skills, and abilities, particularly Banner and service tools.
- Written and verbal communication skills.
- Intermediate to advanced mastery in using excel to manipulate data. Creating pivot tables and using v-look up to analyze data is required.
- Strong communication, both written and verbal.
- Conflict resolution skills.
- Knowledgeable of Equity Diversity & Inclusion (EDI).
- Excellent organizational and time management.

Job classification: STUDENT SERVICES ADVISOR - A5009

Salary range: $64,617.80 - $69,349.15

# of positions: 1

Hours Per Week: 36.25

Position End Date: June 30, 2025

Posting closing date: October 9, 2024

A flexible Hybrid work model can be offered for this role in accordance with SAIT guidelines.

About SAIT

SAIT is a global leader in applied education. Named one of Alberta’s Top Employers, we offer the chance to work with a purpose — preparing the next generation of industry leaders, entrepreneurs, advocates and explorers.

Building on our 100+ year history, we’re looking for innovative, bold and collaborative employees who embrace change and deliver world-class customer experiences. Your future starts now at SAIT.

Equity, diversity and inclusion (EDI) is essential to achieving SAIT’s vision to be a global leader in applied education. We encourage applications from women, Indigenous people, racialized people, people with disabilities, people from gender and sexually diverse communities, and/or people with intersectional identities. Learn more about EDI at SAIT.

At SAIT, we understand that experience comes in many forms. We’re dedicated to adding diverse perspectives to SAIT - so if your experience is close to what we’re looking for, please consider applying.

SAIT is committed to supporting persons with disabilities throughout the recruitment process. We will work with applicants to provide accommodations upon request to the Talent Advisor.

BEWARE FALSE POSTINGS AND RECRUITING OFFERS

SAIT has been made aware of individuals or organizations posing as SAIT using false postings to attract job seekers and collect personal information. Please be aware that SAIT will never request sensitive personal information beyond what is required for an application.

Career opportunities at SAIT will always be posted on the SAIT career site and we encourage applicants to only apply directly through there. When your application is completed you will receive an email confirmation; if you did not receive one please check your junk mail or try applying through the SAIT career page again.

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▶️ Registrarial Specialist
🖊️ Southern Alberta Institute of Technology (SAIT)
📍 Calgary