Registrar Services Representative (Casual)

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Job Description

About Bow Valley College

For 60 years, Calgary’s college has grown to prepare 14,000 students annually for meaningful careers in health care, social services, business, technology, and creative industries. Every program has a Work Integrated Learning requirement, ensuring students contribute to the workplace before they graduate. With a strong focus on advanced simulation training and Alberta’s evolving needs, Bow Valley College’s new Health Care Centre of Excellence is working to expand space and programs, aimed at graduating four-times as many health professionals annually by 2036. Proudly recognized as one of Canada’s Top 50 Research Colleges, we combine innovative learning with hands-on experience. Home to Alberta’s only major e-sports arena and a state-of-the-art digital production hub. Learn more about the opportunities Bow Valley College creates for students, Calgary, and Alberta at bowvalleycollege.ca.

Position Summary

The Registrar Services Representative works with both new and continuing students from application through to graduation providing front-line assistance and administrative services for all programs. They work in a collaborative team environment committed to delivering exceptional student experience while facilitating registration process to help academic departments meet enrolment objectives. As the primary point of contact for the registrar’s office, they play a

key role in ensuring students feel supported and valued throughout their academic journey.

Application Management

• Processes and enters all student applications to apply to Bow Valley College programs into the student information system ensuring accuracy in the student data.

• Provides accurate and timely response to applicant questions about next steps and admission process. Collaborates effectively with other teams in the Registrar’s office and department contacts to coordinate the student application process, ensuring a seamless and positive experience for every applicant.

• Participates and works with other teams to promote programming and events related to new student enrollment for each program. Creating positive and encouraging environments to promote student engagement and learning.

• Works effectively in a team environment to support and advance student applicants through various channels.

• Provides students with proper, timely and accurate student focused information about their registration/waitlist status and pathway and placements utilizing placement testing or transcripts.

• Communicates effectively with key contacts and student funding area to ensure the best quality of service.

Enrolment Management

• Processes course registrations, transfers, drops and withdrawals according to college registration policies and procedures.

• Processes student rollovers to ensure they have the correct status for registration and are moved to the upcoming term with the addition of mandatory fees.

• Processes registration activity in any specialized programming such as dual credit, contract programs or cohort-based programs.

• Supports student conversion and retention initiatives by promoting a student-focused approach that encourages engagement throughout their academic journey.

• Handles all student and departmental inquiries related to course registration, providing assistance and guidance on registration processes to help students and staff to effectively navigate the registration system.

• Works with students, department contacts and other teams (e.g., Service Desk, Scheduling, Academic Advising) to diagnose issues and resolve registration-related inquiries and concerns. .

• Communicates registration activities and decisions clearly, including both positive and negative outcomes, while ensuring an exceptional student experience.

Payment Processing

• Provides guidance and direction to students about payment information, payment plans, deadlines and refunds, etc.

• Responsible for resolving issues where appropriate and refers cases appropriately.

• Processes payments including cheques, bank drafts, money orders and other payments as directed by our finance department.

• Completes end-of-day reconciliations of payments focusing on details and accuracy

• Adds charges of additional fees when required such as PLAR fee, extension fee, ID card fee, etc.

Admissions and Placement Testing

• Proctors in-person and online testing for post-secondary admissions and placement testing into foundational programs at Bow Valley College.

• Sets up and organizes the test room and testing software before and after each test sitting.

• Troubleshoots and resolves issues with the testing applicants to provide them with a seamless and worry-free experience.

Customer Services and General Registrar Office Duties

• Responsible for providing exceptional service and enrollment management support to both students and staff.
• Responsible for working in the Call Centre and at the Front counter of the Office of the Registrar; provides college and registrant information to individuals and the public.
• Works to help and support college and department initiatives by assisting other functional units or working on assigned tasks from the Manager or Associate Registrar.
• Expected to use investigative and problem-solving skills to determine issues, understand and communicate the issue to those required to help, resolve and communicate outcomes.
• Other duties include supporting students with setting up of BVC OneCard, issuance and communication to those in programs that require a physical card.
• Other related duties as assigned by the Manager or Associate Registrar.

Minimum Qualifications

• Post-secondary Diploma.
• 2 years of related experience.
• An equivalent combination of education and experience may be considered.
• Ability to work a variety of shifts to maintain service operations and availability to students within our operational hours.

Preferred Qualifications

• Excellent interpersonal, oral and written communication skills.

• Strong teamwork and collaborative skills.

• Excellent administrative, organizational and time management skills.

• Previous call centre and payment processing experience.

• Ability to manage high volume of work with accuracy and attention to detail.

• Ability to work under pressure and in a complex environment to ensure unit’s goals, objectives and program enrolment targets are met.

• Knowledge and commitment to customer service standards and to aid and understand enrolment management and student retention practices.

• Solid understanding and experience working in a post-secondary environment preferred.

• Solid understanding and experience in High school curriculum and environment within Alberta.

If your education was received internationally we will require you provide an international education assessment through IQAS, WES, or one of the other nationally designated organizations upon hire

Closing Date: August 19, 2026

This opening is a casual AUPE position. Please note all successful candidates will be required to provide copies of government issued identification and proof of educational qualifications upon hire and may be required to provide an enhanced police information check.

Union :

AUPE

Diversity and Inclusion Commitment
Bow Valley College is strongly committed to fostering diversity and inclusion within our community. We welcome applications from qualified candidates who would contribute to the further diversification of our employees including, but not limited to, visible minorities, Indigenous peoples, persons with disabilities and persons of any sexual orientation or gender identity.