Enrolment and Program Specialist – Systems Change

Objective:

To efficiently coordinate the acquisition of learner registration data, oversee the administration of purchase agreements with external organizations, maintain and manage relevant registration databases, and develop data reports to support quality assurance and evaluation initiatives. Additionally, to coordinate instructor assignments and program activities related to the development of new learning systems, courses, and programs.

Key Deliverables:

● Coordinate learner records and enrollment matters, including communication with stakeholders about courses, payment, and registration processes.

● Manage staffing activities related to the development of new courses and processes, including coordinating instructor work assignments, and communicating with diverse individuals within mainstream service systems.

● Maintain data input and upkeep of registration systems and learning management systems, analyze registration data, and develop reports to support achievement of contract deliverables and quality assurance.

Key Responsibilities:

Records, Enrolment and Administration (55%):

● Coordinates training purchase agreements with external organizations and the corresponding registration of learners, including drafting contracts, coordinating start dates, assigning instructors, registering learners, communicating with registrants, and troubleshooting on start dates.

● Maintains data input and upkeep of registration system/data base and learning management systems in relation to records and enrolment processes.

● Coordinates with finance to monitor completion of purchase agreements and payment as a part of registration process.

● Administers registration waitlists and projects course allocations and required staffing to meet commitments.

● Analyzes registration data and develops reports related to completion, tracking, and planning to support achievement of contract/agreement deliverables and quality assurance.

● Ensures the development and maintenance of learner records and registration guides, including websites and other registration and records publications.

● Documents large amounts of diverse information and details in a clear, and accurate manner, and condenses and relays key information to multiple audiences as required; and

● Aid and/or back-up to other positions within the Registrar and Learning Services

Learner Services (40%):

● Guides learners and personnel from external organizations through the registration process, including student eligibility (prerequisites, etc.), and the availability of course start dates.

● Troubleshoots registration issues for all courses.

● Responds to records and enrolment inquiries including, but not limited to: program changes, withdrawals, updates to personal information, certificate of completion, enrollment verifications and official documents

● Provides completion status reports to organizations as per agreements.

● Presents a welcoming and engaged presence in person, by telephone and by email, to all general inquiries OPLC and more specifically the Registrar.

● Maintains a comprehensive knowledge of institutional and departmental information to better serve learners and instructors, facilitators including academic calendar information, admission/registration information, and institution activities and employee directory.

● Supports future and current learners, by providing information in an accurate, friendly, learner-focused, and timely manner.

Other (5%):

● Maintains and upgrades professional skills.

● Promotes a healthy, safe work environment; and

● Performs other duties, related to the position, as assigned by the Executive Director or designate.

Education/Work Experience:

● An undergraduate degree in business or related field, or an equivalent combination of education and/or experience with emphasis on Indigenous connections, lived experience.

● A minimum of 2 years’ demonstrated experience in records management or data base management preferably in an educational/post secondary or service delivery setting

● A desire to work in a program that is growing and changing.

● Knowledge and demonstrated experience in coordinating with diverse individuals working within mainstream service systems who may not be culturally aware.

● Experience developing relationships with people working within service delivery/government agencies to support training enrollment of employees.

Behavioural Competencies:

● Listener/Responsive

● Flexibility/Adaptability

● Problem Solving/ Analysis

● Trauma-informed

● Anticipatory approach to planning

● Customer service orientation

Technical Competencies:

● Ability to coordinate complex learning management systems and related enrollment processes.

● Skilled in managing integrated database systems in learning environments.

● Experienced in developing, implementing, and refining efficient administrative and enrollment processes, practices, and procedures.

● Ability to coordinate instructor work assignments considering shifting workloads and instructor skills/experiences.

● Strong communication (oral and written), multi-tasking, time management, and problem-solving skills.

● Demonstrated experience in nurturing client relationships to support the development and expansion of client base.

● Detail-oriented with the ability to provide accurate and clear information, and recognize errors and inconsistencies.

● Proven experience in preparing reports and communications for a variety of audiences.

● Experience in negotiating, drafting, and coordinating purchase agreements and contracts.

● Demonstrated experience in providing administrative support for program development activities.

What we offer:

• Culture-based organization
• Pay Range: $70,000 – $82,000
• Comprehensive Health benefits after the probationary period including Health Care Spending Account & Lifestyle Spending Account
• Hybrid working model (2 days in office)

The OFIFC is committed to building a skilled and diverse workforce; we promote employment equity and encourage applicants to indicate if you belong to one of the four designated employment equity groups Women, Indigenous peoples, Persons with disabilities, or Members of visible minorities when you apply.  Preference will be given to qualified Turtle Island Indigenous people or members of First Nations, Inuit and Métis including treaty, status or registered Indigenous people, as well as those non-status and non-registered who self-declare as such.

Accommodation:

The OFIFC is committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs.