Registrar Service Specialist

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)
  
  

Performs Other Related Duties As Assigned

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.
  
  

Ready to Apply?

Bring your student service expertise to a team committed to creating a welcoming, responsive, and student-centred experience. If you're excited about making a meaningful impact on the student journey while working in a collaborative and dynamic environment, we'd love to hear from you.

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 opportunity 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.