Student Services Coordinator - Transcripts

Reporting to the Associate Registrar, Student Service Co-ordinators share a common core of responsibilities which require a very broad range and in-depth knowledge of the administrative policies and practices that affect the University’s students, faculty, and staff as well as a general working knowledge of the entire University, current events, and issues.

Student Service Co-ordinators provide quality service to Mount Allison University students, staff, and other stake-holders related to the registration of students, collection of fees, admissions and re-admissions processes for new and former returning students, general student inquiries, and other registrarial support functions. In addition to the shared core responsibilities, the incumbent will provide services relating to transcripts.

Position Responsibilities

Student Service Co-ordinator Core Responsibilities

• Maintain knowledge of the current academic calendar (Calendar of Events, Academic Regulations and Academic Programs) in order to assist with the registration process in accordance with internal guidelines
• Assist with records management and maintenance of student files (electronic and paper) in accordance to established policies, procedures, and guidelines.
• Cross-train in all other SSC positions to assist with required tasks during peak times, to cover absences due to vacations, illness
• Assist in Convocation ceremony (hand out name cards and diplomas)
• Responsible for front line service counter and phone reception; maintain an in depth general working knowledge of the entire University, including its policies and procedures, in order to refer stakeholders (internal and external) to appropriate university resources as the first point of contact to the university
• Responsible for the collection of student fees, deposits, fines, and penalties
• Works closely with admissions to answer general inquiries from prospective students and to assist with data entry

Other Responsibilities

• Co-ordinate the processing of transcript requests for all former and current students; includes process management, data input, batching and printing transcripts, fee payment and reconciliation, and mailing processes; this includes processing and maintaining both online transcript requests and paper based requests
• Transcribe paper records electronically as needed
• Process any preferred first-name and legal name change requests
• Identify areas of inefficiency and duplication related to transcript processes; identify and recommend strategies for improvement
• Co-ordinate the former student applications and related correspondence
• Withdrawals - Process returning student withdrawals from the University and related correspondence
• Coordinate address updates obtained from the web for former and current students
• Assist with grade entry changes from faculty
• Perform other duties as required

• At least two years of post-secondary education, preferably a University degree, or a combination of relevant education and experience, preferably in a university setting
• Excellent computer skills including proficiency with MS Office suite and with the Ellucian Recruit and Colleague Student Information System
• General knowledge of Mount Allison organizational and administrative processes and culture
• Training or experience in computer applications and relational databases
• Excellent attention to detail and highly detail-oriented
• Excellent oral and written communication skills
• Strong listening skills, patience, and professional customer service with an ability to analyze problems and find potential solutions
• Excellent organizational and multi-tasking skills with experience working in a fast-paced, often noisy work environment
• Ability to demonstrate initiative, work well independently and with others while showing good judgment

General Working Conditions

• Requires strong recall abilities and information retention abilities as many work processes and system capabilities are undocumented, and the incumbent will frequently need to rely on their memory of facts and procedures
• Requires an ability to concentrate and focus with many distractions and interruptions; errors in data entry (grades, fee payment, etc) have significant consequences to students
• Requires a significant level of accountability in the production or maintenance of confidential information (grades, judicial letters, academic standing letters) and collection of large sums of money to be applied to student accounts
• Phone and service counter reception requires knowledgeable, diplomatic, calm manner in helping students, parents resolve concerns, leaving a positive impression of the University

If you are interested in the challenges and opportunities that this position has to offer, please forward your application to: Human Resources Department, Mount Allison University, 65 York St., Sackville, NB E4L 1E4 Fax: (506) 364-2385, e-mail: hr@mta.ca Review of applications will begin on January 19, 2024.
Mount Allison is committed to diversity and inclusiveness. We encourage applications from members of racialized communities, Indigenous persons, persons with disabilities, and persons of all sexual and gender identities. We seek candidates with qualifications and knowledge to contribute specifically to the further diversification of our campus community.
At Mount Allison, we are committed to ensuring your interview experience is as comfortable and accessible as possible. If you require any accommodations or adjustments during the interview process, please do not hesitate to inform us. Your needs are important to us, and our dedicated team is here to support you.

Visit our website at www.mta.ca/employment for other employment opportunities at Mount Allison University or to register to receive e-mail notification of new opportunities.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.