Student Registrar
(Wine Jobs:
Management & Administration)
Full Time
Toronto,
Ontario
Job Summary
• Acts as WSET Levels 1 -4, Wine Scholar Guild (WSG) and IWEG Own Programming (including Master-Classes) Student Registrar by managing all student information from course enquiries, course registration, exams results & student records.
• Provides general administrative and office support for the IWEG team, including purchasing materials and office supplies.
WSET Levels 1 to 3 Awards Registrar
• Coordinates all aspects of Course Administration relating to WSET Levels 1 to 3 as follows:
o Answers student enquiries via phone and email in a courteous and professional manner.
o Makes appropriate course recommendations to students based on their prior wine education background, and professional needs.
o Transcribes student registration information into IWEG’s records.
o Tracks and collects student payments, ensuring payments are made in accordance with IWEG policy and prior to beginning of classes. Alerts Executive Director of nonpayments, or refunds outside IWEG’s policy.
o Registers student information with London office of WSET prior to classes.
o Resolves any student issues according to IWEG policy. Alternatively, refers unusual cases to the Executive Director for resolution.
o Ensures courier returns exams in a timely fashion to WSET.
o Transcribes student attendance into IWEG’s attendance records.
o Transcribes student exam results into IWEG’s student records.
o Distributes achievement certificates to students.
WSET Level 4 Diploma Registrar
• Coordinates all aspects of Course Administration relating to WSET Level 4, as follows:
o Counsels a prospective Diploma student in an informed and professional manner with a view to maintaining program stability and fostering enrolment growth.
o Makes appropriate course recommendations to students based on their prior wine education background, and professional needs.
o Tracks and collects student payments, ensuring payments are made in accordance with IWEG policy and prior to beginning of classes. Alerts Executive Director of nonpayments, or refunds outside IWEG’s policy.
o Registers student information with London office of WSET prior to classes.
o Manages student expectations with regards to registration, course deferrals, financial penalties, key deadlines, and exam preparation materials.
o Responds to Diploma instructors’ queries and requests in a timely fashion.
o Orders student exams (and returns them by courier) in a timely fashion to avoid late registration fees.
o Resolves student issues according to IWEG policy. Alternatively, refers unusual cases to the Diploma Program Coordinators, and / or Executive Director for resolution.
o Makes program policy recommendations to the Executive Director.
o Tracks student attendance to provide feedback to Program Coordinators for follow-up in cases of poor performance.
o Keeps accurate student results records in IWEG’s permanent files.
Wine Scholar Guild and IWEG Own Programming Registrar
• Coordinates all aspects of Course Administration relating to Wine Scholar Guild (WSG) courses, and IWEG Own Programming as follows:
o Answers student enquiries via phone and email in a courteous and professional manner.
o Makes appropriate course recommendations to students based on their prior wine education background, and professional needs.
o Transcribes student registration information into IWEG’s records.
o Tracks and collects student payments, ensuring payments are made in accordance with IWEG policy and prior to beginning of classes. Alerts Executive Director of nonpayments, or refunds outside IWEG’s policy.
o Registers student information with the Washington office of WSG.
o In collaboration with Executive Director, orders appropriate quantities of course materials for WSG courses.
o Ensures courier returns exams in a timely fashion to WSG.
o Resolves any student issues according to IWEG policy. Alternatively, refers unusual cases to the Executive Director for resolution.
o Transcribes student attendance into IWEG’s attendance records.
o Transcribes student exam results into IWEG’s student records.
o Distributes achievement certificates to students.
Course Scheduling
• In collaboration with the ED, participates in the creation of IWEG’s annual grid of course schedules by:
o Tracking competitors’ schedules of similar courses.
o Recommending best timing for each course section to the Executive Director for approval.
o Uploads approved course information to IWEG’s website.
Purchasing
• In collaboration with Executive Director, orders appropriate quantities of course materials for WSET Levels 1 – 4, as well as WSG.
• Upon approval by the Executive Director, orders appropriate quantities of office supplies.
Administrative Support
• Provides administrative support to the IWEG team, including such tasks as, but not limited to:
o Acts as the liaison with website technical support, logging technical support hours for billing reconciliation and coordinating all work/task requests.
o Posts all course and master class information on IWEG’s website (schedule, content and tuition prices).
o Receives and prints out all WSET invoices and checks for accuracy as required in collaboration with the ED,
o Answers general & specific student telephone & e-mail enquiries in a helpful and courteous manner.
o Ensures students are kept up-to-date with relevant information and course materials via phone, email and student accounts.
o Manages IWEG’s ingoing and outgoing and outgoing mail.
o Makes weekly bank deposits.
o Provides assistance for event set-up when necessary.
General
• The Student Registrar may also be called upon to perform other general duties as may from time to time be required by the Executive Director, such as collaborate on the execution of the RAWF Wine Competition.
Qualifications
2-3 years Community College with an emphasis on business administration.
2 years business experience, with a strong preference for office administration.
WSET education (Levels 3/4) as well as experience in the Wine & Spirits industry is highly desirable but not mandatory.
Knowledge of office-related computer programs – Excel, Word, Powerpoint.
Performance Criteria
Strong and positive working relationships with all relevant groups: Members of the IWEG office team, current and potential new partners (i.e.WSET), new and potential corporate clients, instructors, and current and prospective students.
Effective office administration skills.
Detail-orientation & sensitivity to deadlines.
Ability to be a team player to achieve common organizational goals.
Ability to identify and recommend new business opportunities.