Student Records Administrator, Student and Enrolment Services

Position Overview

The Department of Enrolment Services in Student and Enrolment Services is currently seeking a Full-time Regular Student Records Administrator.

As a unit of Enrolment Services, Student Records and Exams unit provides support to all undergraduate, graduate and alumni University of Calgary students and internal academic departments. The unit provides centralized student record management, processing and sending of transcripts upon request, final examination and grade processes related to the University of Calgary academic student record. There is a high volume of data entry daily, email communications that are time sensitive due to academic deadlines. Strong communication skills are critical to ensure that accurate and responsive information is provided with discretion and tact to support inquiries requesting support and service. Ability to navigate a variety of technology tools to meet operational duties is required. This position reports to the Manager of Student Records and Examinations.

Evening and weekend shifts will be required and increased hours and overtime may be required during peak periods. Attendance during final examinations to support operations of regular work hours will be expected. Lifting of medium sized boxes and portable displays may be required. This position is located on main campus due to manual mail processes for official transcripts.

This position is responsible for administrative duties related to student records and exams. This includes processing examination requests, electronic transcript requests, and distribution of transcripts manually and digitally, while upholding the accuracy and integrity of the student record. Data entry, email communication, mail/courier processing and proctoring examinations are the key functions of the role and assists the manager with administrate support when required for the unit.

This position must demonstrate time management, flexibility and have the ability to manage moderate stress levels. This position requires a high level of confidentiality as the position processes requests and reviews student records daily. Extreme discretion must be exercised and good judgment followed and uphold the confidentiality policy of the University. This position must have strong organizational skills and have the ability to work independently with limited supervision. This position provides all students and alumni with accurate information and guidance regarding student record policies and calendar regulations. This position takes the initiative to perform the necessary work required to support and facilitate the changing priorities that occur during the student record and examination cycle and modifies their own priorities accordingly. The impact of error is moderate requiring a high level of attention to detail and accuracy. The incumbent will be expected to complete daily reconciliation and close out deposits daily to meet University of Calgary financial audit and compliance regulations. They are expected to develop operational expertise in the PeopleSoft Campus Solutions modules.

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

Student communication and data entry processing:

• Accurate data entry is the primary function of role for a variety of operational requests are queuing for processing. (Student requests, examination requests, verification requests via digital dashboard, email and system web requests daily).
• Processes, requests by matching, identifying student record requests and verifications as well as updating status of transcripts requests through student information systems as well as other documents that require an update or status change through the PeopleSoft system.
• Respond to email inquiries in an effective professional manner - high volume email response on a daily basis is expected.
• Process payments for services and deposit to UCalgary Finance

Process examination requests and administration tasks:

• Maintain an in-depth and up-to-date knowledge of examination regulations and policies (calendar) information as well as grades and student record information
• Update examination requests via system calendars and PeopleSoft system
• Respond to general inquiries internal support for general questions from academic units
• Inventory examination supplies for examinations, including scanning, inventory, prepare returns and filing as needed for operational needs
• Assists final exams and deferred exams by proctoring and organizing exam papers.

Administrative support for Manager of Student Records and Examinations:

• Create team agenda in a word document, schedules and manage staff meeting minutes
• Act as a resource to other units in the Office of the Registrar when needed.
• Provides functional support to other units within the Office of the Registrar as needed during down times. This includes, but is not limited to, supporting External Exam Centre and Enrolment Services.

Qualifications / Requirements:

• Minimum 2 year post-secondary diploma in office administration or a similar program from an accredited/recognized postsecondary institution required.
• Minimum one year experience working in a post-secondary office environment required
• Minimum 6 months of data entry experience
• Knowledge of University policies and procedures and calendar regulations an asset
• Functional knowledge and experience with Office 365 required
• Ability to demonstrate EXCEL skills at a moderate level essential
• Ability to demonstrate Word, Outlook and Teams required
• Experience with PeopleSoft campus solutions (student information system) or other student system required.
• Ability to work in a confidential setting and demonstrate good judgment in dealing with sensitive and confidential situations
• Demonstrated ability to work in a fast-paced, high pressure, team-based environment with an ability to meet deadlines.
• Ability to embrace change in a dynamic environment.
• Effective interpersonal communication skills essential.
• Must have ability to work independently and as part of a team, be pro-active.
• Must be organized, conscientious and possess a high degree of accuracy and attention to detail.
• Enjoy working with students.
• Demonstrated success working with students.
• Able to perform moderate physical activity.
• An ability to manage own workload to maintain productivity and effectiveness and maintain own wellness, and to support team members when required
• Ability to contribute to the goals of Enrolment Services and the Student Records and Examinations unit as they align with the University
• Working knowledge of information and privacy legislation and university policies

Application Deadline: July 19, 2022

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.

Additional Information

This position is part of the AUPE bargaining unit, and falls under the Operational/Administrative Job Family, Phase 2.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website.

The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.

About the University of Calgary

The University of Calgary is Canada's leading next-generation university - a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation's most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada's top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit ucalgary.ca.

The University of Calgary has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High, 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.

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 Equity, Diversity and Inclusion (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.