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Employment Status: Full Time

Employment Type: Regular

Job Summary

Under the direction of the Associate Registrar and in collaboration with the Enrolment Service team, this position is responsible for ensuring that student records are maintained at the highest level of accuracy. Duties include coordinating and maintaining systems processes that support records, processing forms, letters, refunds and requests for student record information, liaising with College departments and students, compiling reports and statistics, and other student records processes. The primary focus for this position will be student financial records.

Responsibilities

- Processes and calculates student financial account adjustments, extenuating circumstance withdrawals, add/drop fee adjustments and refunds.
- Applies special charges and forfeits of fees to accounts as needed and in line with approved CNC policies.
- Processes, updates and maintains permanent student records and files.
- Checks information and forms submitted are complete and conform to student record requirements. Processes standard and non-standard forms, as required.
- Researches, analyzes, and corrects errors in student records to meet data standards and ensure data integrity.
- Supports term and end of term processing by pursuing missing grades with faculty and Deans, clean-up of outstanding charges and restrictions on student files.
- Processes ad hoc requests impacting student records (e.g., duplicate IDs, name changes, tuition/fee issues, missing/non-validated Personal Education Numbers, deposit refunds and student fee opt-outs).
- Accurately reports enrolment status of students for the purpose of composing letters of enrolment, completion of Registered Education Savings Plan or other government forms and study permit renewal letters.
- Stays current with CNC policy updates and the resulting changes to procedures.
- Responds to inquiries from students and the general public regarding program/course information, applications, admission requirements, registration, fees,



transcripts and grades.
- Investigates calculation irregularities in the production of T2202 forms.
- Liaises with College departments for grading inquiries, financial requirements and records changes.
- Monitors and executes measures to ensure that applicants and students have fulfilled financial obligations to the institution by required deadlines.
- Assists with the development and testing of student record related system improvements and implementations.
- Documents new or updated processes and procedures.
- Adjustment and maintenance of registrations that are affected by approved course credit / exemption, course / program failures, withdrawals, and transfer credit.
- Supports registration of students into courses associated with their program.
- Processes student sponsorships and special billings.
- Assists with training new staff as directed.
- Prepares and distributes email communications to students through Colleague or other systems.
- Provides back-up in a variety of positions within the Office of the Registrar when necessary.
- Produces official college transcripts as requested by students, ensuring processing time standards are met.
- Adheres to college and legal requirements regarding the privacy and confidentiality of student information and records.
- Promotes a positive work atmosphere by interacting and communicating in a professional manner that demonstrates mutual respect with students and colleagues.
- Engages as part of a team in contributing to and accomplishing the vision, mission, and goals of the College and in supporting the aspirations and needs of our learners.




- Performs other related duties as assigned.

Skills & Qualifications

- Recognized two (2) year diploma in Business, Information Systems or other related field.
- 2 years or more Directly related work experience in an administrative and customer service role in an educational setting with significant contact with students, faculty, and the public. An equivalent combination of education and experience may be considered.
- Thorough knowledge of the applicable rules, regulations and procedures that govern the College and Enrolment Services activities.
- Thorough knowledge of spreadsheet, and database applications.
- Thorough knowledge of Colleague or another automated student record system.
- Considerable knowledge of the College’s programs, courses, services and activities offered.
- Considerable knowledge of the College’s policies and procedures governing student records maintenance, admissions, registration, transfer credit, and graduation.
- Considerable knowledge of the application of freedom of information and protection of privacy provisions to the operation of the department.
- Ability to maintain confidentiality and privacy requirements with regard to the position and to student information.
- Typing/Keyboarding skills of 50 wpm with an accuracy rate of 90%.
- Excellent communication skills and the ability to interact well with students, staff and the general public.
- Good interpersonal skills with a high degree of sensitivity to student needs.
- Positive organization skills and the ability to work towards critical deadlines, within time constraints and with frequent interruptions.
- Ability to maintain a high level of accuracy in data entry and records maintenance.
- Ability to work independently.

Band: G

Salary: $64,310 per year

Location: Prince George, BC, Canada

Department: Office of the Registrar

Open Date: 04/14/2026

Close Date: 04/21/2026

Posting Number: 26-013SP

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📌 Records Officer - Financial (Prince George)
🏢 College of New Caledonia
📍 Prince George