Program and Registration Officer

Program and Registration Officer, ELC - FLAS - FT Support

Find Your Spot at Humber
At Humber, our career paths open up a world of infinite possibilities for you to explore. People are at the heart of the Humber experience. Here, every day we work shoulder to shoulder to deliver excellence, and in doing so, we redefine what it means to be a leader in polytechnic education. Humber employees are a diverse group of committed, caring and fun-loving people.

We take finding and growing the right talent very seriously. We strive to find and nurture extraordinary employees who bring their best each day.

If you are interested in working in higher education and are looking to contribute to the largest Polytechnic in Ontario, as we shape the future of our students and communities, here is your opportunity to join our team.

Job Details:
Position Title: Program and Registration Officer, ELC
Status: FT Support
Hours: 37.5 hours per week
Faculty/Department: Faculty of Liberal Arts & Sciences
Campus/Location: Lakeshore Campus (This is a hybrid position – the successful applicant must be comfortable working on campus at minimum three (3) days per week.)
Salary: FT Support Payband G (Start $33.55 – Max $38.88)

About the Faculty of Liberal Arts & Sciences at Humber:

The Faculty of Liberal Arts & Sciences is proud to say that we are a part of every student’s experience at Humber, whether they are enrolled in one of our programs directly or through one of the five other Faculties at Humber. We offer courses in English, Professional Communications, Math, Literature, Social Sciences, Humanities, Science, and many other discipline areas that are at the core of a polytechnic education. Our faculty are dedicated to providing students with an opportunity to explore curriculum that will enhance their academic, personal, and professional life through a combined focus on an applied and liberal education. We are the education that students will take with them, no matter where the path may lead them.

About the Program and Registration Officer, ELC Role:

The incumbent will provide direct support to Academic Leadership (AL) in the English Language Centre (ELC), Faculty of Liberal Arts and Sciences (FLAS) while providing a comprehensive range of operations and support services to the students, professors, Program Coordinators (PCs), internal and external stakeholders, in their assigned cluster of programming within the FLAS. Responsibilities include but are not limited to:

• Student, course registration and program support;
• Administrative assistance;
• Financial planning and processing;
• Human resources support;
• Program marketing activities; and
• Inter-departmental support.

The incumbent also acts as a resource to students, professors, Program Coordinators (PCs), and administrators in applying the Polytechnic’s academic policies and procedures. The Program and Registration Officer, ELC serves as the first line of support for a diverse group of students that include but are not limited to second language learners, international students, and newcomers to Canada who may have unique communication needs. The incumbent is responsible for coordinating the critical path for the semesterly registration cycle, collaborating with institutional stakeholders to ensure a seamless registration process, timely communication surrounding registration, and tracking of student registrations. The incumbent will also develop opportunities, initiatives and processes that positively impact the student registration cycle, and the teaching, learning, and student support environments.

Key duties include, but are not limited to:

Registration and Student Support

• Respond to general inquiries regarding process and policies on registration, curriculum, fees, financial aid, and student records and redirect and escalate issues as needed
• Compile data from various electronic sources and departments, both internal and external to Humber, for the purpose of creating program registration lists and planning registration supports
• Develop and prepare reports to identify anomalies in and trends to ensure the accuracy of student information, test scores and registration data
• Maintain up-to-date and accurate registration lists by collaborating with internal stakeholders who support the student registration process
• Create course block codes for all levels to share with Registrar’s Office for adding to student registration records
• Maintain record of domestic and international student registrants to accurately assign appropriate block codes in the data management software program(s)
• Collaborate with the Registrar’s Office to ensure smooth end efficient student registration into program courses
• Consult with the Bursar and Financial Aid to identify and resolve issues with student records that encounter fee issues as a result of registration
• Coordinate the timing of events for the programming area and design an annual registration schedule of activities which outlines the objectives and events to take place

Program Support

• Assist, advise, and provide support for departmental programs
• Maintain program records and sensitive and confidential information (e.g., student records; financial records) in accordance with the Institution’s policies
• Assist with the marketing and web design for ESL immersion programming
• Provide support to AL in regard to all program services and evaluations, including annual program reviews and program accreditation renewals
• Provide administrative support to key stakeholders with the annual program review and renewal process, including but not limited to program mapping, course outlines, calendar reviews and Faculty guides
• Under the direction of the AL within the Faculty, provide support to Program Advisory Committees (PAC) ensuring procedures are followed
• Provide administrative and logistical support to AL in the Faculty with program level events such as, but not limited to, Open House, Information Nights, Orientation, etc.
• Organize logistics around class cancellations, including supporting AL and faculty to find class teaching substitutes where necessary

Administrative Support

• Provide administrative support to the AL within the ELC
• Under the direction of the AL, generate required reports for programs in order to support the Faculty’s strategic objectives
• Under the direction of the AL, analyze service delivery and/or internal processes to recommend improvements and recommend and implement strategies to ensure efficient internal processes for service delivery
• Gather HR information to process tasks in the Human Resources Data Management Software system including payments, status changes, leaves, credential changes, etc. and ensuring required documentation is collected per HR rules
• Support AL with planning for and training of staff in English as a Second Language (ESL) immersion programming (e.g., Summer Language Program)
• Support faculty with troubleshooting technology issues, including the allocation of new computers/laptops when necessary
• Attend project meetings to provide status updates and identify potential issues that may arise; make recommendations when necessary

Budget Support

• Under the direction of the AL, support with budget development and budget forecasts
• Under the direction of the AL, process and complete purchases in support of programming needs consistent with policies of Humber Finance including but not limited to the purchasing policy
• Input and confirm the accuracy of information submitted through the Financial Data Management Software Program including requisitions, purchase orders, receiving, follow-up, transaction detail, etc.
• Under the direction of the AL, maintain and update Academic Resource Planning Model spreadsheets including enrolment planning, staffing updates, and report generation
• Process journal vouchers for inter-departmental charges or corrections to misallocated charges
• Remain informed on approved vendors, changes to rules and financial policies and processes, etc.
• Make purchases related to programming, especially for ESL immersion programming (e.g., booking event tickets, booking transportation)
• Complete fiscal reports for government agencies which run ESL immersion programming
• Track and process student bursaries for ESL immersion programming

About You:
You are passionate about working at Ontario's largest Polytechnic; you thrive on improving productivity and quality that contribute to team success! If this sounds like you, keep reading:

Education:

• The successful candidate will have a minimum of a three (3) year diploma/degree or equivalent in a related area such as Business, Communications, Entrepreneurship, Finance, Human Resources, Information Systems, Marketing and any other related fields of study.

Experience/Skills:

• Minimum three (3) years’ progressive administrative or student advising experience in a post-secondary environment.
• Experience with compiling and analyzing research-based data from various sources, producing reports and identifying trends from data to develop solutions and strategies.
• Experience with proofreading communications.
• Experience with a variety of communication platforms.
• Experience with advising students on courses and programs selection.
• Experience with supporting curriculum planning and academic program delivery.
• Experience in interpreting policies and procedures.
• Experience with special events.
• Experience with Microsoft Office (Word, Excel, Outlook, Access, and PowerPoint), and Adobe Acrobat.
• Excellent time management and multitasking skills.
• Proven ability to work independently on assigned tasks with minimum supervision.
• Excellent interpersonal skills with an ability to work in a team environment.
• Ability to use office equipment – phone, photocopier, printer, fax and troubleshoot technical minor problems.
• Excellent communication skills (verbal, nonverbal, written) to support a diverse student body with a range of English language proficiency
• Experience managing budgets and fiscal recording and reporting.

If this sounds like you, we'd love to hear from you! At Humber Polytechnic we don't just accept difference we celebrate it! Experience comes in many forms, skills are transferable, and a progressive mindset goes a long way at Humber. If your experience is close to what we're looking for, consider applying and tell us why you are a great candidate for this job. Find your Spot at Humber!

What's in it for you?

• An opportunity to be a part of building Humber's future.
• Be part of a diverse, hard-working, and supportive team.
• Tools and technology that will allow you to succeed at your job.
• Amazing perks!

Support Staff
We thank you for your interest in working with Humber Polytechnic. Only applicants selected for an interview will be contacted. Consideration for Support Staff (Article 17 of FT Support Staff and Article 19 of PT Support Staff) positions will be given to internal employees in accordance with the respective Collective Agreements.

Equity, Diversity, and Inclusion
Humber Polytechnic is committed to a workforce that reflects the diversity of our students and our city. We actively seek Indigenous Peoples and individuals from equity-deserving groups with demonstrated skills and knowledge to deal with all aspects of equity, diversity and inclusion in a post-secondary environment.

Humber supports employment equity. Racialized workers, women, Indigenous workers, LGBTQ2S+ workers and workers with disabilities are encouraged to apply. For the purpose of statistical data collection, applicants are strongly encouraged to voluntarily self-identify. Humber’s diverse workplace also supports Francophone workers and young workers.

Accommodation
Humber Polytechnic is committed to accommodating applicants with disabilities throughout the hiring process, in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). Our Talent Acquisition team will work with applicants requesting accommodations at any stage of the hiring process. This document is available in alternate formats upon request.

Anti-Discrimination Statement
At Humber Polytechnic, all forms of discrimination and harassment are prohibited. All employees and applicants have the right to work in an environment that is free from discrimination and harassment. If you need assistance with concerns related to discrimination and harassment, please contact the Office of Human Rights and Harassment ([email protected]).