Description
The
Enrolment Services Team in the
Office of the Registrar is currently seeking a Full-time Regular
Enrolment Services Advisor.
Supporting over 85,000 inquiries annually, Enrolment Services provides student-facing advising services for the Office of the Registrar. As a central hub of student inquiry, advisors contribute to a positive student experience through their advising on all aspects of the student record, including admission, registration, fees, student loans, awards, exams, transcripts, and convocation. Along with a team of student advising professionals, this position is responsible for upholding university and departmental regulations, policy, and compliance, as well as academic and referral services to support student engagement and student success while demonstrating critical thinking. As a result, this role requires collaboration with staff and stakeholders campus-wide in order to ensure accurate and supportive student advising and cross-campus referrals. The demands and work volume associated with this position can be significant, particularly during peak periods occurring throughout the year (August, September, January). The ideal candidate will embrace change and thrive in a dynamic team environment.
As a member of the Enrolment Services team, this position reports to the Manager, Enrolment Services Operations. Hours of work for this position are 35 hours per week, Monday-Friday. Peak operational periods, including August, September, and January, may require overtime and have limited opportunity for vacation. Occasional weekend overtime might also be required to support campus-wide events.
Summary of Key Responsibilities (job functions include but are not limited to):
ADVISING
- Admission, Registration, Financial Aid, Fees, Awards, and Official Student Record.
- Utilize and refer to the university calendar to advise students on policies and regulations related to the following: admission and enrolment requirements, fee schedule and payments, financial aid, student loans, and awards.
- Provide quality service and advice, contribute to the creation of a supportive team, and identify ways to improve services to students, colleagues, and the university community.
- Provide troubleshooting support for student course registration. Provide appropriate advising/referrals when required.
- Follow established procedures and protocols for supporting student appeals, escalating registration issues, and processes related to course registration.
- Advise students about all aspects of their student financial account, including charges/fee assessments, payments, credits, debits, refunds, etc.
- Ability to synthesize and explain all components of a student's financial account.
- Ability to provide referrals where appropriate.
- Troubleshoot and advise on processes related to government student loans, including loan confirmations, remittance, amendments, and loan compliance.
- Where required, collaborate with internal specialists or external government agencies to inquire about funding eligibility, loan tracking, and changes to circumstances impacting student accounts.
- Support other duties/advising initiatives as assigned.
- Develop an area of subject matter expertise as it relates to the key portfolio areas of the unit (fees, registration, and financial aid).
- Maintain foundational advising knowledge as well as specialized knowledge related to the area of subject matter expertise. Act as the internal team liaison for matters related.
- Perform specialized duties related to the area of subject matter expertise in support of the student cycle.
- Act as the lead for new staff training as well as regular training and updates for the team as related to the area of subject matter expertise.
- Attend meetings, presentations, workshops, etc., related to the area of expertise.
- Report back to the team as needed.
- Independently review and make recommendations for enhancements to website, student communication, policies, procedures, etc., as related to the area of subject matter expertise.
- Perform other tasks and duties as assigned related to the area of subject matter expertise.
FEE ASSESSMENT, COLLECTION & STUDENT RECORD ADMINISTRATION
- Post charges related to administrative fees at the University of Calgary.
- Post student payments (debit, cheque, credit card) accurately and in accordance with institutional and department regulations.
- Continuously balance and uphold all financial audit compliance guidelines daily.
- Complete financial transactions and tasks daily and cash without error when reconciling.
- Support daily balancing and reconciliation for the office.
- Ability to review and identify errors in financial transactions.
- Generate and distribute copies of the student record (academic transcript) on demand.
ADMINISTRATIVE SUPPORT
- Supporting Electronic document management system: Synergize.
- Process paper forms.
- Ensure that all documentation related to a student's registration is accurately processed as required, and appropriate documents are electronically filed and documented.
- Maintain an administrative schedule independently to support the area of subject matter expertise.
- Perform related tasks & duties, including presentation preparation, scheduling meetings, task-based assignments, training documentation, or other duties as assigned.
Qualifications / Requirements:
- A post-secondary credential (certificate, diploma, degree) in a related field is required. Preference will be given to candidates who possess a bachelor's degree or higher-level qualification.
- A minimum of 3 years of directly related experience in an advisory role.
- Must demonstrate examples of utilizing judgment within the capacity of the role.
- A minimum of 1 year of experience working in a post-secondary registrar's office.
- Demonstrated experience working in an environment with peak periods and a high volume of inquiries.
- Comprehensive knowledge and understanding of working with PeopleSoft (student administration), Banner, or similar student administration systems is required.
- Experience utilizing and upholding calendar regulation & policy as it relates to student/client inquiries.
- Experience utilizing call centre and CRM technology is required.
- Experience in investigating and troubleshooting financial accounts and with payment cashiering is required.
- Highly developed communication skills (both written and verbal), strong listening skills, and the ability to probe for additional details is required.
- Experience explaining/resolving complex client inquiries would be an asset.
- Demonstrated proficiency using Microsoft Office applications (Word, Excel, PowerPoint), Microsoft Outlook, internet browsers, and web-based portals.
- Ability to readily learn & adapt to new technologies is required.
- Demonstrated personal coping strategies, including the ability to manage stress levels that are moderate to high based on volume & demand.
Application Deadline: November 3, 2026
We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.
This position is part of the AUPE bargaining unit, and falls under the
Specialist/Advisor Job Family, Phase 1.
For a listing of all management and staff opportunities at the University of Calgary, view our
Management and Staff Careers website.
About The University Of Calgary
UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.
The University of Calgary has launched an institution-wide Indigenous Strategy
ii' taa'poh'to'p committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.
The university's commitment to the Indigenous Strategy is evident through the oversight of 18 Elders serving on the Circle of Advisors and the many unit-based circles working towards implementation of the strategy including the Faculty Advisory Circle and teams such as the Office of Indigenous Engagement, the Writing Symbols Lodge, and the Indigenous Research Support Team. Many Indigenous-based events and processes are impacting curriculum, programming and polices at the University of Calgary.
As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Institutional Commitments ([email protected]) and requests for accommodations can be sent to People & Culture ([email protected]).
Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada. 
