THIS IS A TERM POSITION UNTIL FEBRUARY 27, 2027

Within Student Services, the Student Records area manages and maintains records for all current and non-current UWinnipeg students. The Records, Registration, and Curriculum Conservancy Officer is a full-time term position responsible for coordinating registrations for specialized programs, testing and processing registrations, calculating, and adjusting fees, performing course pre-requisite checks, and collecting class lists.

QUALIFICATIONS:

• Completion of an undergraduate degree or certificate in a related discipline.
• Background in Computer Science or Business Analysis would be an asset.
• 3 years of directly related post-secondary experience, university preferred.
• Experience with syntax and rule-based systems.
• Experience with developing and executing test plans and recording results to ensure accuracy and quality.
• Ability to quickly learn new computer systems, with demonstrated proficiency in MS Excel and strong data entry skills.
• A robust working knowledge of computer programming and syntax, database and/or query languages is preferred.
• Possess strong analytical skills, attention to detail, and problem-solving abilities.
• Ability to gather and analyze data, reason logically, and draw valid conclusions.
• Ability to understand and interpret requirements and translate them within a syntax and rules-based system.
• Ability to understand technical vocabulary and explain technical issues in a non-technical way.
• Familiarity with University degree requirements with the ability to quickly learn and interpret university policies, rules and regulations.
• Ability to perform accounting functions with accuracy and attention to detail.
• Exceptional organizational skills.
• Ability to organize work effectively as numerous jobs require accuracy and attention to detail.
• Ability to prioritize and cope with fluctuations in workload in a high-pressure environment, and to manage constant interruptions.
• Ability to treat personal information with confidentiality.
• Ability to work independently and to make appropriate decisions.
• Ability to work cooperatively as a team.
• Must be able to take direction and be flexible.
• Must have strong and effective oral and written communication skills.
• Ability to deal with staff, students, and the public in a professional and courteous manner.

• Organizes Senate monthly package materials onto Curriculum Spreadsheet and applies approved course modifications, updates, and deletions.
• Maintains prerequisite and co-requisite requirements in course catalogue.
• Creates or revises all course equates and determines impact on both prerequisites and degree requirements.
• Works with faculty to identify and resolve issues in which course specifications cannot be entered into the Student Information System (SIS), referring unresolvable issues.
• Updates the status of tasks within the Curriculum spreadsheet for the upcoming academic term, ensuring that all changes are made prior to the entry deadline.
• Proofreads and edits calendar prior to publication and on an ongoing basis.
• Annually review all new curriculum packages to identify new courses, course revisions and deleted courses that may affect degree requirements.
• Collaborate with Registrar’s Office to confirm calendar updates are in line with Senate changes.
• Identify errors and inconsistences between the Academic Calendar and Student Planning and help to come up with possible solutions.
• Evaluate, troubleshoot, and resolve issues with the Degree Audit module.
• Determine the cause and extent of discrepancies between Academic Calendar and Degree Audit.
• Copy or create new degree requirements within the Degree Audit module.
• For new or changed programs, create a test plan, execute test cases, and record results for both system and client acceptance testing.
• Provide departments with a verification checklist for Degree Audit/Student Planning configuration.
• Responsible for testing software updates for Colleague Student Planning.
• Consult and clarify with departments, advisors and Senate Curriculum Chair regarding inconsistences and unclear degree requirements.
• Notify departments when prerequisites cannot be coded within the system and suggest alternate options.
• Review major requirement proposals to determine feasibility of implementation within the Degree Audit module.
• Verify the Degree Audit requirements are displayed correctly in Student Planning and determine the cause if they are not.
• Responsible for coordinating and processing registrations for specific groups, with varying processes and requirements.
• Tests WebAdvisor and Colleague prior to implementation of upgrades to ensure that functionality will not be compromised.
• Creates, modifies, and tests changes to registration rules to ensure that students within cohort groups are able to register without requiring assistance.
• Alerts Technology Solutions Centre (TSC) of errors/problems with the registration module requiring their attention and follow-up, assists in completing test runs on existing data.
• Assists in processing the daily registrations.
• Removes students who are Academically Suspended or Not Allowed to Continue from registrations in future terms.
• Assists with registration occurring in Student Central during peak times.
• Explains to students the structure of academic programs as per regulations.
• Performs data entry on a number of SIS screens.
• Cancels the Winter Term registration of all students who haven’t paid fees.
• Processes late registrations and corrects erroneous withdrawals.
• Calculates and manually pro-rates all anomalous fee adjustment decisions
• Participates in the financial appeals meeting to provide registration-related experience and knowledge.
• Explains fees and adjustments to students as per University policy.
• Collects and maintains the University’s official class lists for all courses and labs.
• Assists in testing the accuracy of Colleague programs for various course refund schedules.
• Responsible for performing course prerequisite checks once grades have been entered at the end of each term and removing students from the courses in the next term for which they no longer qualify.
• Adjusts the accounts of the students who have been removed and then notifies the student of their disqualification.
• Maintains a master list of all students who were removed from their courses.
• Monitors the Student Records departmental email account.
• Prepares correspondence regarding registrations, cancellations, class lists and fee adjustment.
• Responsible for preparing confirmation of enrolment letters.
• Provides backup for Senate Appeals Meetings as the recording secretary, for the Examinations Assistant, and for other staff as required.
• Proofreads Student Records Office materials.
• Assists in training new and casual staff when necessary.