AddressEnrolment Services in Student and Enrolment Services is currently seeking a Full-time Regular Student Records Advisor.
As a member of a dynamic, student-centric team within the Office of the Registrar, the Student Records and Exams Advisor provides advising, training and management support for a wide range of calendar regulated processes to key stakeholders including Associate Deans, Department Heads, Senior managers in all faculties, staff and all student populations. This role reports to the Manager, Student Records.
The primary focus of this role is leading the management and execution of the deferred final examination policy, procedures by advising all stakeholders on role and responsibilities to secure the integrity of examination and grading of the student records. The role is responsible for advising students (undergraduate, graduate and medicine) engaging in all final examination, deferred final examinations at the University of Calgary. The role will require specific detailed knowledge of academic regulations, course and curriculum scheduling practices, calendar regulations approved by General Faculties Council. This position involves considerable liaison with Associate Deans senior managers from each faculty and all 63 departments across campus, and departments, distance education, and Qatar campus and all units in the Office of the Registrar.
Position Description
Summary of Key Responsibilities (job functions include but are not limited to):
- The Student Records Advisor facilitates key academic regulations by defining and implementing strategies and advising training to the campus community and stakeholder that will guide the support and responsibilities to uphold the integrity of the student record and processes related
- The role safeguards confidential information related to examinations, grades, change of grades, academic rulings and reappraisal of final grades and academic appeal sanctions
- Deadline dates must be adhered to, management and oversight of all department examinations and communications are carefully inventoried and safeguarded to uphold the integrity of examinations
- The Student Records Advisor builds a supportive and personalized relationships with students, faculty senior managers and the advising network to provide transparent expectations, advises on university regulations that must be adhered to for student record integrity
- Essential for inquiries from peer advisors, Associate Deans are addressed in a timely, professional and effective manner
- Bachelors Degree and minimum 3 years of student services advising experience
- Understanding of university calendar regulations and experience working with academic policy
- Experience advising students with high level of stress and anxiety related to examination policy
- Ability to conceptualize, design student system needs (PeopleSoft student centre) and implement enhanced processes in the faculty advising units across campus that supports students
- Ability to successfully handle high volume student inquiries with a positive student-centric attitude
- Demonstrated commitment to exceptional professional student and staff service
- Outstanding interpersonal communication skills, including written, oral, one on one and in presenting workshops and faculty / academic presentations
- Experience training and mentoring & supervising exam proctors
- Strong critical thinking and judgement and decision making skills
- Abilities in problem identification, reasoning, and ability to develop original ideas to solve problems
- Demonstrated ability to be resourceful, creative, innovative and flexible
- Ability to work effectively individually and as a member of cross-functional teams
- Consistently demonstrates strong facilitation, negotiation, leadership and customer service skills and upholds the credibility of the University in all areas of responsibility
- Operates with a strong understanding of the impact of error and the ability to manage high stress factors due to strict and multiple timelines, high student inquiry and investigation, strict adherence to confidentiality, the complexity of issues and peak periods
- Experience developing and providing in-person and online presentations, workshops, training for faculty staff, students and the advising peers on campus as well as familiarity with online learning tools such as Bright Space, and Drupal.
- Experience using PeopleSoft system Campus Solutions, an asset
- Highly proficient with Microsoft Office, specifically Excel, Outlook essential
- Excellent organizational skills essential
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 Specialist / Advisor, 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.
