AddressStudent 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 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.
Position Description
Summary of Key Responsibilities (job functions include but are not limited to):
- Responsible for administrative duties related to student records and exams
- Includes processing examination requests, electronic transcript requests, and distribution of transcripts manually and digitally
- 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
- Extreme discretion must be exercised and good judgment followed and uphold the confidentiality policy of the University
- Independently with limited supervision
- Provides all students and alumni with accurate information and guidance regarding student record policies and calendar regulations
- Take 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
- 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
- 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
- One year relavent experience
- 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
- This position must demonstrate time management, flexibility and have the ability to manage moderate stress levels
- 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
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/Admin, Phase 2
To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our .
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 .
The University of Calgary has launched an institution-wide in line with the foundational goals of , 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 ( ) and requests for accommodations can be sent to Human Resources ( ).
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.
