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Admissions & Registrar’s Office Specialist

Please see Special Instructions for more details.

If we contact you for an interview and you are a person with a disability who requires technical aids or alternative arrangements, please let us know of these needs and how we can be of assistance.

Posting Details

Position Information

Position Title Admissions & Registrar’s Office Specialist
Position Number
Unit Affiliation CUPE
Status Full‐time Limited Term
If term position, length of term 18-month
Reporting to Associate Registrar, Admissions and Service Delivery
School Associate Vice President Academic & Research
Department Office of the Registrar and Admissions
Job Description

In line with both the Cape Breton University’s Strategic and Academic Plans and under the direction of the Associate Registrar, Admissions & Service Delivery, this position is responsible for several key functions within the Office of the Registrar and Admissions: Admissions, Registration Services, Examination Period, Graduation. This position is vital to the department and will shift focus to different areas of the unit depending on the competing priorities.

Administering all processes related to a potential student’s application to CBU while providing effective, efficient, friendly and reliable service. Specific functions within this department include, but are not limited to, providing accurate and timely information to potential applicants, applicants, agents, and other key stakeholders in the application process.
Processing academic program change requests, supporting transfer credit guidance and assessment, reactivating student academic accounts, providing advice based on student qualifications, and contributing to the improvement of workflow efficiencies within the department.

Registration Services
Provides support in the maintenance of all student records, ensures efficient and accurate processing of transactions related to student matters, and provides a welcoming and positive experience for students.

Examination Period
Provide support to the exam coordination process for both large scale and in-classroom exams.

Provide support to the Convocation team through various activities, including the coordination and distribution of graduation regalia for graduates. Assist with the design, management, and procurement of inventory of student academic regalia. Monitor inventory of supplies related to Convocation. Assist with “day of” Convocation duties as required, such as student and academic procession, guest seating, parchment distribution, and mailout.

The Office of the Registrar and Admissions is a dynamic work environment with frequent peaks and work demands. Duties and assignments evolve and requires flexible work hours, including some weekends and evenings. This position may assist in other related duties and/or projects as assigned.

Support the student lifecycle with accountabilities in the following areas:
  • Provide student-centered guidance to applicants and other members of the University community on program selection, academic requirements, and application procedures.
  • Evaluate and process admissions applications in accordance with University policies, goals, and rules on admissibility of all CBU students.
  • Use professional judgement and discretionary authority to provide guidance, resolve problems, and address concerns or issues relating to admissions and registration.
  • Maintain currency with CBU policies and procedures such as admissions policies and procedures, the Academic Calendar, articulation agreements, international grade equivalencies and secondary school graduation requirements, course codes and credential assessments.
  • Act as a super user of the ERP systems (especially Recruit and Colleague).
  • Provide information and support to the CBU’s International and Canadian recruitment teams.
  • Participate in training and projects to improve admissions processing and ensure that students and stakeholders are kept up-to-date on information pertaining to admissions, program changes, and transfer credit assessments.
  • Participate in activities and events aimed at promoting student admissions through to graduation.
  • Maintain a sound understanding of strategic enrolment management concepts and academic policies and processes that contribute to a quality educational experience.
  • Maintain understanding of current educational trends and practices in Canada and around the world.
  • May assist with evaluating courses offered by other Schools to determine their equivalency to courses offered at CBU.
  • Contribute ideas and reasoning to improve processing and workflow efficiencies within the department.
  • Update and maintain admissions letters in SharePoint and Recruit to ensure a seamless communication process to applicants and agents about admission decisions, requests for documentation, etc.
  • Produce a range of documents required by students (letters of confirmation, transcripts, various reporting to external agencies, etc.).
  • Review student documents (i.e. transcripts) and verify accuracy.
  • Process daily cash, debit, and credit card payments while adhering to university cash handling policies and procedures including, counting, organizing, and balancing daily cash totals; fill out appropriate documentation; and prepare daily deposits.
  • Process data entry as required including, entering grades, updating student demographic information in various ERP systems, updating student records, etc.
  • Assist with processing student deferral requests.
  • Communicate patiently and effectively (both verbally and in writing) with a diverse range of people and situations. Actively listen to the issues of others in a manner that elicits cooperation and support and demonstrate effective and adaptive skills in communicating with students/individuals under stress.
  • Interpret and apply policies and regulations.
  • Write and edit a variety of documents including, but not limited to, procedure documents, reports, correspondence and email.
  • Write and modify queries to extract data from the student information system in order to capture registration and admissions problems.
  • Under the direction of the Assistant Registrar, support planning and execution of CBU’s Convocation ceremonies (May & November).
  • Under the direction of the Assistant Registrar, support activities relating to exam invigilation (April & December).
  • Under the direction of the Associate Registrar, Records, Registration and Service Delivery, support registration services during peak times.
  • Other related projects and duties as required.
Required Qualifications
  • Completion of an undergraduate degree (CBU graduate preferred).
  • Experience using Ellucian Cloud suite (specifically Recruit) is an asset.
  • Minimum of two (2) years of related experience.
  • Demonstrated excellent leadership and problem-solving skills.
  • An understanding of the principles of appreciative advising.
  • Demonstrated initiative and flexibility for meeting deadlines and adjusting priorities when required.
  • Demonstrated willingness and aptitude to learn and apply academic regulations.
  • Excellent interpersonal and communication skills with tact and cultural sensitivity.
  • Ability to develop flexible approaches toward work procedures and to exercise tact, diplomacy, and conflict resolution skills and use sound judgement.
  • Ability to establish and maintain effective working relationships with University administration, faculty, and staff.
  • Demonstrated ability to work in a team environment and maintain good working relationships with other employees.
  • Demonstrated ability to apply good judgement skills and maintain confidentiality and privacy.
Preferred Qualifications
Band Band A9
Posting Detail Information

Posting Number AS330P
Number of Vacancies 1
Job Open Date 11/27/2023
Job Close Date 12/11/2023
Open Until Filled No
Special Instructions to Applicants
If we contact you for an interview and you are a person with a disability who requires technical aids or alternative arrangements, please let us know of these needs and how we can be of assistance.

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. How did you hear about this employment opportunity?
    • Public Job Posting
    • Internal Job Posting
    • Agency Referral
    • Advertisement/Publication
    • Personal Referral
    • Website
    • Other
  2. Are you a current employee of the university?
    • Yes
    • No
  3. What is the highest level of education attained?
    • GED
    • High School Diploma
    • Post-Secondary Diploma
    • Bachelor's Degree
    • Master's Degree
    • PhD
  4. Are you a current member of the CUPE Bargaining Unit?
    • Yes
    • No

Documents Needed to Apply

Required Documents
  1. Letter of Application
  2. Resume
  3. List of References
Optional Documents
  1. Academic Transcripts