Records Coordinator - Waterloo, Canada - University of Waterloo

University of Waterloo

Verified Company

Waterloo, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Overview:

The Records Co-ordinator (RC) maintains accurate undergraduate student records, and the various procedures used to track and assist students during their academic careers.

This requires both Faculty specific and systems specific knowledge, especially when dealing with the many cases that deviated from the norm.

The RC provides written and oral information regarding policies and procedures of the university to students and departmental staff and faculty as it relates to student records.

There are 2 vacancies in this position.

Responsibilities:

Record Keeping

Maintains student registration, including, but not limited to: add/drop activity, block enrolment, service indicators, term activation, unit load
Maintains accurate student academic records, which include:
Transfer credit coding, exchange coding, letters of permission
Bulk grade assignment and grade revisions
Coding/verifying academic standings, honours and awards and transcript text information
Program/Plan changes
Student citizenship status, name changes
Student's tuition calculation
Academic progression (AP) processing
Will be assigned projects or accountable for specialized coding

Communication & Stakeholder Focus:

The incumbent will respond to inquiries from students, UWaterloo Staff and Faculty Undergraduate Advisors
The incumbent will provide additional support to the Customer Service Team that is the student's first line of contact when visiting the Registrar's Office. S/he will be expected to answer inquiries and deal with applicant directly to explain policies and procedures

Document Management System (DMS):

Accurately match all documents received
Index (paper and ebatches) to student's file
Identify discrepancies and communicate these to the Systems team

Reporting

Run standard queries to gather data from the Student Information System (PeopleSoft) to identify the various stages of completion of records activities
Required to have a thorough knowledge of business processes and practices to accurately identify discrepancies

Portfolio responsibilities can include:
Faculty Petitions

Receives, reviews and prepares petitions for consideration by Faculty Petitions Committee
Petition cases typically present records scenarios that must be interpreted properly by the incumbent so that the academic record can be updated accurately

Convocation

Responsible for coding Intention to Graduate data in the Student Information System (PeopleSoft) as received. This activity supports the generation of bulk Academic Advisement (AA) Reports by the incumbent for submission to Faculty Advisors who use the reports to determine whether degree requirements have been satisfied
Creates recommendation forms to be used by faculty advisors and directly interacts with the advisor to rectify any student record issues before final degree status decisions. Alternatively, convocation spreadsheets have been adopted by some faculties to fulfill this same purpose
Checks changes to Academic Programs to ensure these are accurately coded and so that the correct degree will be assigned and displayed on the diploma
Interacts directly with students to discuss details pertaining to a student's convocation intentions
Responsible for assembling diploma packages, participating in the Convocation ceremony as well mailing diplomas to students who were unable to attend the ceremony

Qualifications:

College diploma and/or Undergraduate degree and/or equivalent work experience
Progressive experience with proven track record of success in student records of success in maintaining electronic people records
Previous experience in a customer service position dealing with students and/or educational organizations is essential
Excellent data entry skills and proven aptitude for attention to detail and accuracy is required
Excellent human relations / inter personal, organizational, problem solving and communication (oral and written) skills required
Demonstrating ability to handle confidential information with discretion
Demonstrated ability to maintain multiple tasks involving shifting deadlines and priorities
Proven ability to work independently and as a team member in a busy deadline oriented and varied environment with changing priorities
Knowledge of University policies and procedures relating to student records preferred
Experience with Microsoft Word
Experience with Microsoft Excel
Basic experience with Microsoft PowerPoint
Experience with Microsoft Access is an asset
Experience using online Student Information Systems and DMS is an asset

Equity Statement:

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples.

Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River.

Our active work toward reconc