Senior Enrolment Manager

Main Duties and Responsibilities

• Serve as the primary Halifax Enrolment Department liaison with Admissions, Program Managers, Academics, Finance, Student Services, Career Services, Marketing, IT, Compliance, and other internal partners.
• Provide leadership for the Halifax Enrolment Department team, including Enrolment Operations and Financial Aid, fostering a clear, accountable, respectful, compliant, and student-focused culture.
• Oversee departmental priorities, workload, performance expectations, service standards, responsibilities, escalation pathways, and documented development planning.
• Conduct regular one-to-one meetings, team meetings, performance reviews, coaching, feedback, recognition, and training in accordance with company practices.
• Lead the implementation of approved organizational, operational, system, and regulatory changes within the department.
• Maintain oversight of official student records from admission through graduation and archive, ensuring records are accurate, complete, secure, current, and compliant with institutional and regulatory requirements.
• Oversee registration accuracy, class lists, student status history, start dates, completion dates, cancellations, withdrawals, dismissals, transfers, extensions, leaves, and other enrolment status changes.
• Prepare, control, and issue approved official student documents, including enrolment contracts, enrolment confirmation letters, seat confirmations, transcripts where applicable, completion or graduation letters, certificates or diplomas, replacement documents, and third-party verification responses.
• Ensure appropriate controls are in place for document templates, authorized signatories, version control, release of information, student consent, retention, and secure storage.
• Oversee graduation audits and confirm that academic, attendance, practicum, documentation, financial, and regulatory requirements are satisfied before credential or official completion documentation is issued.
• Ensure approved final grades, grade changes, completion records, academic standing decisions, practicum completion, transfer credits, exemptions, and approved advanced standing decisions are accurately recorded in the student record.
• Coordinate with Academic leadership to ensure academic decisions are properly documented while maintaining clear separation between academic decision-making and administrative records processing.
• Oversee the student journey from admission handoff through registration, orientation, payment planning, retention support, status changes, and graduation, ensuring clear ownership, effective controls, and a consistent student experience.
• Monitor intake readiness, registration accuracy, outstanding documentation, student-record quality, cancellations, transfers, credits, extensions, withdrawals, dismissals, and other enrolment status changes. Manage the withdrawal and dismissal process from initiation through completion, including documentation, student communication, refund coordination, record updates, required reporting, and cross-functional follow-up.
• Act as the departmental escalation point for complex enrolment, documentation, payment, student-record, appeal-process, or service matters and coordinate timely cross-functional resolution.
• Interpret and apply institutional policies and applicable Nova Scotia private career college requirements related to admissions documentation, registration, student records, privacy, withdrawals, dismissals, graduation, records release, and regulatory reporting.
• Maintain current regulatory knowledge and translate requirements into departmental procedures, controls, checklists, training, system requirements, and evidence standards.
• Own the accuracy, completeness, reconciliation, and timely submission of required IRCC/DLI, Nova Scotia Private Career College, LaMPSS, and other approved institutional or regulatory data and reports.
• Ensure student information is handled in accordance with applicable privacy obligations, consent requirements, authorized access rules, confidentiality expectations, retention requirements, and secure records practices.
• Lead preparation for internal reviews, audits, inspections, statistical data requests, and regulatory reports; coordinate supporting evidence, respond to findings, and track corrective actions through completion.
• Establish and maintain student-record data standards, coding conventions, data-entry protocols, reconciliation routines, and quality controls across IQ, Moodle or other learning systems, PowerBI, Financial Aid records, LaMPSS, and related Nova Scotia reporting systems.
• Develop and maintain dashboards and reports covering enrolled and registered starts, intake readiness, outstanding documentation, student status, retention, withdrawals, completion, graduation, regulatory reporting, service levels, and other agreed performance indicators.
• Analyse results, trends, variances, bottlenecks, and emerging risks; prepare weekly, monthly, intake, and ad hoc reports with commentary, forecasts, risks, and recommended actions.
• Identify system, reporting, workflow, access, or data-quality improvements and work with IT, Compliance, Finance, Academics, and operational teams to implement approved changes.
• Oversee the employee responsible for Financial Aid and ensure the function operates within approved policies, controls, service standards, documentation requirements, and authorization limits.
• Review payment-plan performance, overdue accounts, financial-aid administration, scholarships, bursaries, awards, refunds, exceptions, and other relevant financial trends.
• Ensure significant financial risks, service issues, or student account concerns are appropriately escalated and resolved in coordination with relevant stakeholders.
• Maintain appropriate separation of duties for payment processing, account follow-up, financial aid administration, approvals, reconciliations, and exception handling.

Person Specifications