Records and Enrollment Coordinator

Please note: This job posting will close on August 08, 2025, at 5 PM and this posting is for an existing vacancy.


Objective:

Coordinates the acquisition and integrity of learner records, and the registration of learners in OPLC programs and courses by administering the systems and processes related to enrolment.


Key Deliverables:

The Records and Enrolment Coordinator is responsible for coordinating all matters related to learner records and enrollment. The Coordinator is also responsible for facilitating and communicating the admission and registration process to educational stakeholders.

Key Responsibilities:

Records, Enrolment and Administration (60%):

Coordinates applications for admissions including organizing application files, acknowledgement letters, evaluation for admissibility, verification of supporting documents and follow up on incomplete applications;
Maintains data input and upkeep of registration system, student information systems, and learning management systems in relation to records and enrolment processes;
Coordinates with stakeholders to ensure that the operational requirements are met, including accounts receivable to ensure tuition and registration fees are satisfied;
Processes, records, maintains and files all registration documentation including, prerequisite exemptions, leave of absence requests, academic petitions, withdrawals, extensions and program changes for learners
Prepares, organizes, and ranks application files for review and processes admission decisions;
Administers registration waitlists, maximizes enrollment and provides guidance in determining the need to add selections or raise capacity;
Produces official OPLC documents including enrolment letters, transcripts, certificates, and diplomas;
Analyzes data of learner enrollment and achievement patterns to draft annual registration timelines, and recommend course calendars that support learner success and graduation;
Coordinates the submission and verification of grades from all sources and corresponds with faculty and administration to resolve missing grades, ensuring institutional policies are upheld with regard to grade collection, and extensions;
Ensures the development and maintenance of learner records and registration guides, including websites and other registration and records publications;
Tracks, maintains, and stratifies student satisfaction and feedback surveys; and
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
Provide assistance and/or back-up to other positions within the Registrar and Learning Services

Learner Services (40%):

Guides learners and faculty in registration process, including student eligibility (prerequisites, etc.), and the availability of courses;
Troubleshoots registration issues for learning programs and registers candidates who are unable to register themselves;
Responds to records and enrollment inquiries including, but not limited to: program changes, withdrawals, updates to personal information, official grades, enrollment verifications, convocation, and official documents
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 in order to better serve learners and faculty 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

Education/Work Experience:

A Diploma in business or related field, or an equivalent combination of education and/or experience with emphasis on Indigenous connections, lived experience, and learning
Over 1, up to and including 3 years demonstrated experience in records management, preferably in a postsecondary institute; and
Knowledge and demonstrated experience in supporting diverse individuals impacted by trauma, recognizing the diversity of intersecting identities, and operating from a trauma informed lens

Behavioural Competencies:

Listener/Responsive
Flexibility/Adaptability
Problem Solving/ Analysis
Trauma-informed

Technical Competencies:

Knowledge and understanding of current postsecondary systems, structures and operations, including experience using a variety of computer software packages and administrative practices/procedures
Excellent communication (oral and written), multi-tasking, time management and problem solving skills required for exceptional customer service;
Demonstrates an elevated level of attention to detail, with an ability to provide accurate and clear information, and an ability to recognize errors and inconsistencies;
Experience interpreting academic regulations and intuitional policies;
Proven experience in collecting and analyzing data, drafting documents, and preparing reports and communications for a variety of audiences;

What we offer:

Culture-based organization

Registered Pension Plan - Employer Matching

Hiring Range: $58,000 - $61,480

Full Pay Range: $58,000 - $68,000

Comprehensive Health benefits after the probationary period including Health Care Spending Account & Lifestyle Spending Account (100% Employer paid)


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 including members of First Nations, Inuit and Métis (recognized by the Metis National Council). Applicants claiming Indigenous ancestry will be required to provide supporting documentation to substantiate their claim.


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.


Pre-screen Interviews are scheduled to start August 12 - 15, 2025.

Formal interviews are scheduled to take place August 18 – 28, 2025.

Canada
Ontario
Toronto Show on map Get directions