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Enrollment Services Representative (ESR)

Please see Special Instructions for more details.

Please scan copies of your transcripts into one document for attachment. If your transcripts are not available at the time of application, please attach a letter or certificate of confirmation from the educational institution.

Position Details

Posting Number

Posting Number SS0401
Position Information

Position Title Enrollment Services Representative (ESR)
Division Student Services & Registrar
Department Student Services, Comox Valley
Supervisor Title Associate Registrar
Location Comox Valley(CV)
Posting Type Internal/External Posting
Position Status Temporary
If Others, please specify
Desired Start Date 09/18/2023
Position End Date (if temporary) 12/18/2023
Weekly work schedule (please indicate the start and end times for each day of work)
Monday to Friday 8:30am to 4:30pm
% 100
Pay Grade H: $29.55 - $31.36
Position Summary
Reporting to the Associate Registrar and working as a key member of the Student Services team, the Enrollment Services Representative (ESR) contributes to the highest level of service to the general public, staff, faculty and students of North Island College. The Enrollment Services Representative is responsible for relaying accurate information in person, by telephone or electronically to prospective students and the general public and ensures the smooth and efficient processing of student registrations and supporting student services at North Island College as well as facilitating the day-to-day operation of the College bookstores. The ESR performs cashier functions for all sales transactions; prepares and places requests for additional inventory or special orders, process and monitor sales to student, department and other accounts; employs effective merchandising practices for store displays; and ensures safety and security measures are adhered to in the stores.
The Enrollment Services Representative is aware of the Mission and Values of North Island College, incorporating and practicing the values in everything they do.
Position Competencies
Job Knowledge; Judgment; Teamwork; Planning & Organization; Customer Service Excellence; Communication & Interpersonal Skills
Duties & Responsibilities
1. Performs all registration duties, including providing information and guidance to new and current students, in person, by phone or electronically.
2. Reviews student course selection, registers and enters supporting documentation. Data entry of student applications, and other related documents as required.
3. Works closely with the Enrollment Services Officer (when applicable) and the Associate Registrar, to ensure an accessible and student friendly environment is maintained.
4. Works with the Enrollment Services Officer and the Associate Registrar to remain informed of registration regulations applied to programs and to ensure these are reflected properly in the College calendar and policies.
5. Works in conjunction with the Enrollment Services Officer and the Associate Registrar on projects related to Student Services.
6. Reports to the Enrollment Services Officer and/ or Associate Registrar any nonstandard issues as they relate to registration standards and individual student registration.
7. Works collaboratively with Recruitment and Admissions with student contact related to conversion or registration.
8. Works proactively to maintain knowledge by various means of internal/ external communications, as well as by regularly reviewing the Student Services Manual and NIC related policies and procedures.
9. Monitors functions such as section waitlist, course pre-requisite and no-shows during and at the end of the registration cycle and take appropriate action with each student’s Colleague record.
10. Liaises with external agencies, such as Work BC, confirmation of Apprentice enrollment.
11. Participates in Graduation and campus activities & events as required.
12. Supports students, faculty & staff on campus with college-related information and processes.
13. Responsible for working as part of the college-wide switchboard team answering calls on the Automated Call Distribution telephone system.
14. Convey information to faculty, staff, students and other customers regarding the availability and pricing of required or recommended course materials, the status of backorders, and PPRS policies and procedures in relation to the identification and sale of required resources.
15. Maintain current pricing on shelve signage and/ or merchandise tags.
16. Monitor in-store inventory levels and place requests for additional inventory with PPRS, inform PPRS when demand dissipates for existing products or services, and request inventory adjustments when necessary.
17. Process all sales and returns transactions, including the collection of monies, making change, verifying cheques, processing debit and credit card payments; verifying voids; and facilitating refunds, exchanges, or buybacks in accordance with established policies or procedures.
18. Manages mail and courier functions campus-wide where applicable.
19. Manages campus-wide weekly deposits and daily registration deposits.
20. May be required to work evenings.
21. Executes other duties as assigned by the Associate Registrar.
22. Responsible for maintaining all relevant filing systems within the guidelines of the Freedom of Information and Protection of Privacy Act.
Required Education & Experience
1. A minimum of two years of post-secondary education, preferably with a focus on business or office administration courses or an equivalent combination of education, training and work experience.
2. A minimum of two years of experience in a front-line customer service-oriented office environment, preferably in the post -secondary education sector.
Required Knowledge Skills & Abilities
1. Excellent organizational and time management skills with the ability to plan and prioritize tasks, and efficiently meet deadlines.
2. A general knowledge of the B.C. post-secondary education system and North Island College programs at all campuses.
3. Demonstrated excellent interpersonal, communication and customer service skills, with the ability to communicate effectively with students and the public.
4. Intermediate level of proficiency and experience in using a large database system; working experience with the Colleague student records database system and Winprism Inventory Control System.
5. Ability to pay close attention to detail and demonstrate a high level of accurate data entry skills.
6. Intermediate level of proficiency with emphasis on MS Office Word; basic knowledge of Excel an asset.
7. Ability to provide accurate information to students and the public about North Island College’s programs and courses related to general admissions and registration.
8. Demonstrated commitment and ability to work collaboratively within a team environment.
9. A minimum of 50 words per minutes typing/data entry.
10. Ability to work professionally and supportively with a diverse population.
11. Ability to respond initially and refer students appropriately who present to them in crisis.
12. Ability to lift boxes 20 kilograms and shelve books and merchandise.
Special Instructions to Applicant
Please scan copies of your transcripts into one document for attachment. If your transcripts are not available at the time of application, please attach a letter or certificate of confirmation from the educational institution.
Posting Detail Information

Posting Open Date 08/02/2023
Posting Close Date
Open Until Filled Yes
Job Description
Support Staff Temporary
Additional Information
Quick Link for Postings

Supplemental Questions

Required fields are indicated with an asterisk (*).

Documents Needed to Apply

Required Documents
  1. Resume
  2. Cover Letter
  3. Transcripts
Optional Documents