Description
Enrolment Services in the Office of the Registrar is currently seeking a Full-time Regular Student Records Administrator.
The Student Records Administrator reports to the Manager of Student Records and Examinations and 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.
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.

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

• 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.
• 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.
• 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: February 13, 2025
  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.
  This position is part of the AUPE bargaining unit, and falls under the Operational/Administrative Job Family, Phase 2.
  For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.

• 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.
• 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.
• 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