Registrarial Specialist - Calgary, Canada - SAIT

Description

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 or Team Lead of the portfolio at Office of the Registrar (OTR), the incumbent in the Registrarial Specialist – Domestic Admissions & Transfer Affairs role supports OTR's strategic priorities of domestic enrolment growth, student success and operational excellence by providing exceptional service to domestic applicants and all students seeking transfer credit. A commitment to excellence, service, and a willingness to adapt and assist as needed are expectations for all staff. The incumbent will work closely with the Team Lead and/or Manager and OTR Leadership to maximize admission fill rates and provide seamless student experiences. 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 and/or Team Lead for day-to-day functional and operational matters. With a minimum of supervision, the incumbent reviews applications, requests for transfer and associated documentation to make decisions, proactively reach out to applicants, responds to their 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. Incumbent in this role will be assigned a portfolio that they are subject matter experts in. Portfolios include Domestic Admissions, Enrolment Management, Transfer Credit. The Specialist manages individual responsibilities, expectations, and priorities, along with overall departmental goals and priorities while adhering to SAIT approved policies and procedures. IMPORTANT NOTE: This posting is for two (2) temporary positions with different contract end dates.

The Role

Service Focus - 30%

Assigned to and supports a pool of applicants, providing accurate and timely service for inquiries related to their application for admission and/or their request for transfer credit in accordance with OTR service standards

Provides innovative high-quality advising service to applicants, current students and other interested parties concerning SAIT policies and procedures pertaining to student life cycle for enrolment, admissions and transfer affairs.

Provides information and assistance to applicants and students regarding admission and transfer affairs

Verifies/certifies reports, files, enrollment status, records, and applications within FOIP guidelines

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 to provide proactive assistance and targeted support through information sessions, events, proactive outreach by email, phone and in person and in the Welcome Centre as required

Acts as a key contact for applicants, new students, the schools and other student Services ensuring a culturally sensitive approach and appropriate communication style, demonstrating flexibility, and understanding of diverse cultural needs

Admissions, Enrolment & Transfer Affairs - 60%

Supporting the students from point of application through to enrolment and/or awarding of transfer credit, ensuring the student journey is seamless

Actioning OTR enrollment management tasks, such as monitoring enrolment numbers and program seat availability

Actioning domestic admission tasks such as assessing domestic and foreign documents for admissions equivalency to stated admission requirements, evaluating applications for admission and making admission decisions, making offers of admission, evaluating requests for deferral in alignment with business priorities and goals

Actioning institutional transfer credit requests, making decisions on transfer credit equivalencies, reviewing course outlines and working academic subject matter experts to define equivalencies to SAIT courses, as well as ensuring the maintenance of SAIT's presence in the Transfer Alberta database. This role will also review requests for prior learning recognition portfolios and maintain associated workflows

This role has access to Banner and uses Slate as a primary business tool as other systems and authority for daily decision making around admission, cancellation, and deferral decisions.

Collaborating with our partners in accessibility when medical validation is required to inform deferral decision making

Oversees the maintenance and accuracy of student records. – application data, documentation and admissions decisions etc.

Proactively guides, advises and assists applicants with respect to programs, admission requirements, and/or transfer related inquiries.

Assists with complex investigations into the student record to resolve admission and enrolment related issues.

Ability to investigate admissions standing, cohort, curriculum, and student record with an in-depth understanding of impact on enrolment.

Assists with the development and implementation of the strategies to maximize program admit rates, conversion, and the mitigation of melt

Audits and ensure 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

Validates the accuracy on 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 and procedure

Evaluates Student documents including external transcripts and making decision on equivalencies of out of province, foreign documents, credentials as they relate to SAIT's stated admission requirements and for transfer equivalencies

Supports implementation of admission cancellations and initiates related refunds when required

Proficient in pulling queries and running reports to validate the accuracy of enrolment targets, application and admission records and/or records related to transfer related activities

Analyzes 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 enrolment

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 365 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, enrolment and transfer affairs

Maintains excellent working relationships with staff, internal departments and schools to provide optimum service to applicants and students

Is flexible in busy periods ( during semester start-ups) to assist all other members of admissions, enrolment and transfer affairs staff with overflow work when required

Actively participates in team meetings and participates in strategic enrolment management initiatives as appropriate

Initiates professional communications with applicants to resolve outstanding admission requirements (transcripts, admission-related supporting documents)

Communicate 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 two (2) years post-secondary education

Two (2) years customer service experience

Experience in Registrar Office in post-secondary environment

Preferred

2 years customer service experience in a post-secondary setting

Advanced Excel Training and skills

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, Slate 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 EDI

Excellent organizational and time management

Job classification: STUDENT SERVICES ADVISOR - A5009 Salary range: $64, - $69, # of positions: 2 Hours Per Week: Position End Date: December 05, 2025 & October 10, 2025 Posting closing date: May 10, 2024A flexible Hybrid work model can be offered for this role in accordance with SAIT . About SAIT SAIT is a global leader in applied education. Named one of , 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 . 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.