Support Staff employees, as defined by the Full-Time Support Staff Collective Agreement, will be given first consideration.

This position is subject to the terms of the Full-Time Support Staff Collective Agreement.

Note: 1 vacancy available. This position is deemed a critical vacancy.

Payband: This position is paid at Payband F. $32.74 - $37.78 per hour.

Work Mode: In-person. Employees are required to work on-site five days per week.

Hours: Monday to Friday, 8:30 a.m. to 4:30 p.m.

Why this Role is Important
The Registrar's Office plays a vital role in supporting students throughout their academic journey, from admission and registration to financial aid and graduation. As part of a collaborative, student-focused team, you'll have the opportunity to make a meaningful impact every day by helping students navigate important decisions and access the resources they need to succeed. Learn more about the Registrar's Office and the services it provides: https://www.fanshawec.ca/admission-finance/registrars-office

Reporting to the Manager Student Services & Operations, the Registrar Services Specialist is highly knowledgeable in all areas of the Registrar Office operations and takes direction from the Registrar’s leadership team in the course of their work. The Registrar's Office embraces a holistic philosophy in its delivery of integrated services to students. The department operates as a team, and an appreciation of the work and timeline of each unit's operation is expected. This individual applies an intentional approach to providing information to students on financial and academic policies and regulations, in order to assist them in making informed decisions regarding their academic and financial matters. Answers a wide spectrum of general and highly detailed questions related to the work of the Registrar's Office. Ensures confidentiality of student records and information; adhering to the Freedom of Information and Protection of Privacy Act (FIPPA). Processes a variety of forms related to student records, registration and financial aid. Books appointments for students to meet with the Financial Aid Advisor. Liaises with all areas of the Office of the Registrar and other college departments to resolves diverse student issues. Knowledgeably refers students to seminars, workshops, special events, counseling opportunities, employment programs and other resources. Participates in department meetings to enhance quality of services. Performs clerical duties such as document processing and electronic filing etc.

How You’ll Make An Impact
General Advising

Serve as the first point of contact for all students, staff, and visitors approaching the Registrar's Office in person, by phone, and via email or virtually

Create a welcoming, inclusive, and student-centred service environment

Triage and redirect complex inquiries to the appropriate advisor, coordinator, counsellor, or department

Admissions Support

Provide general information on admission requirements, program availability, and application status through OCAS

Assist applicants with college application processes, document submission, and offer acceptance





Support new student onboarding by explaining next steps following an offer of admission

Direct escalated student inquiries to the appropriate admissions team or immigration advising services

Registration & Records

Assist students with course registration, timetable changes, adds/drops, and withdrawals within published deadlines

Explain academic policies related to late registration, overload requests, and prerequisite requirements

Process or support transcript requests, enrolment verifications, and confirmation of enrolment letters

Respond to inquiries related to student records, name/address changes, and FIPPA-related access requests

Fees & Student Accounts

Advise students on tuition fee schedules, payment deadlines, and accepted payment methods

Explain fee deferral options, including OSAP-related fee deferrals

Assist students in understanding their fee account, including charges, credits, and outstanding balances

Direct students with complex fee disputes or appeals to the appropriate staff member

Financial Aid — General Advising

Provide accurate, current information on OSAP eligibility, application timelines, and general program requirements

Assist students in navigating the OSAP portal and understanding their funding assessment

Explain institutional bursaries, emergency funding, and award opportunities available to students

Identify students in financial distress and connect them with a Financial Aid Advisor for in-depth support

Financial Aid — Tier One Form Processing

Receive, review for completeness, and process standard financial aid intake forms (e.g., enrolment confirmations, MSFAAs, basic income verification documents)

Enter and update student financial aid data accurately in the Student Information System (SIS)

Follow up with students on missing documentation required to complete financial aid file processing

Escalate incomplete, irregular, or complex applications to a Financial Aid Advisor for adjudication

Service Excellence & Administration

Maintain up-to-date knowledge of college policies, academic calendars, key dates, and service procedures across all Registrar functions

Log inquiries and service interactions in the appropriate CRM or case management system

Contribute to the development and maintenance of FAQs, student-facing resources, and knowledge base articles

Participate in peak period planning (e.g., September/January rush, OSAP disbursement cycles, convocation)

Collaboration & Continuous Improvement

Work collaboratively with Financial Aid Advisors, Academic Advisors, the Fees/Accounts team, and Admissions staff to ensure seamless student service

Flag recurring student pain points or service gaps to supervisors and contribute to process improvement





Participate in cross-training to maintain service continuity across Registrar functions

Support enrolment management goals by contributing to retention-focused, proactive student outreach

Participate in all college events when required (convocation, open house, special recruitment events)

What You’ll Bring

Post-secondary 2-year diploma in business, community, social services, or educational disciplines

5 years’ experience of working knowledge of college policies, the Ontario Student Assistance Program and other provincial and federal financial aid programs

An equivalent combination of education and experience may be considered

Demonstrated knowledge of and commitment to current student service and quality improvement methodology, highly developed communication skills; both verbal and written, advising and assessment background and skills, effective public relations skills, conflict resolution skills

Education and training in job-specific areas such as computer-aided service delivery, peak period activity management, project management, statistical analysis, service delivery principles and quality standards

What This Opportunity Offers

Comprehensive Pension & Benefits: Join a defined-benefit pension plan (through the CAAT Pension Plan) that delivers predictable lifetime retirement income, plus dental, disability, travel insurance and extended health coverage.

Vacation: Enjoy paid time off and benefit from a scheduled holiday closure that offers additional rest and time with family during the winter season

Tuition & Professional Development: Continue your learning journey — eligible employees and their dependents can take select Fanshawe programs or courses at a reduced cost

Inclusive, Meaningful Campus environment: Work alongside passionate colleagues in an inclusive culture that values diversity, drives student success, and connects you to the local community and campus life.

Fanshawe College uses Workday to manage recruitment and hiring processes.

Educational Credentials
While transcripts are not required for the interview, they are mandatory as a condition of employment.

Equity, Diversity and Inclusion
Fanshawe College is an equal chance employer. We are committed to equity, value diversity, and welcome applicants from diverse backgrounds.

Accommodation
Fanshawe College provides accommodations to job applicants with disabilities throughout the hiring process. If a job applicant requires an accommodation during the application process or through the selection process, the hiring manager and the recruiter leading the recruitment will work with the applicant to meet the job applicant’s accommodation needs. Accommodation requests per the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act can be emailed to: [email protected]

Land Acknowledgement
Fanshawe College would like to acknowledge and honour the Anishinaabe, Lotinuhsyuní and Lenape people of southwestern Ontario as the traditional owners and custodians of the lands and waterways where Fanshawe College is located.

We thank all applicants for their interest; however, only those chosen for an interview will be contacted.

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📌 Registrar Service Specialist (Ontario)
🏢 Fanshawe College
📍 Ontario