Data Management Analyst - Victoria, Canada - Camosun College

Description

The Data Management Analyst is responsible for maintaining the accuracy and integrity of the student records systems and business processes to support and enable the admissions/ registration functions, the operationalization of curriculum, management of student and financial data, scheduling, and reporting.

The Data Management Analyst provides guidance and resolution of problems regarding the student information system, timetable and exam scheduling, as well as facility/room bookings and related procedures.

This position will require the incumbent to work and travel between both campuses and may require some evening and weekend work.

• Works collaboratively with others through organizational change and development;
• Takes initiative to identify operational or departmental challenges and opportunities and make recommendations for improvement;
• Demonstrates a team-based orientation and contributes to team-based decisions;
• Provides guidance and instruction to others as it pertains to departmental functions, processes, and policies;
• Develops and maintains relationships with key departments, external communities and organizations, building a network to keep up-to-date on changes relating to programs and to appropriately refer students.

• Demonstrates an understanding of customer service theory and principles;
• Understands, practices, and meets customer service standards and expectations;
• Responds to customer feedback in a sensitive and timely fashion; uses problem-solving techniques to resolve sensitive issues;
• Consults for matters requiring next level of intervention and/or makes appropriate referrals to the internal college community, external partners, and agencies.

• Maintains up-to-date knowledge and understanding of college programs and courses, general admissions, registration and program participation requirements, deadlines, procedures and policies, as well as the related systems used by Student Services;
• Manages systems set-up and maintains information related to Ministry and College fee policies and procedures; the college's grading schemes and appeal policies, timelines, regulations and procedures; curriculum management for all programs; and data specifications required for report production;
• Ensures the effective implementation and maintenance of fee schedules and the management of fee assessment, collection, refunds and arrears processes, including verification for accuracy, reconciliation, liaison with Finance; notifying students, and responding to inquiries and taking payments;
• Under the direction of senior staff, assists in the production of T2202A tax forms and answers related inquiries;
• Manages the production of timetables and exam schedules including verification of program/course inventory, proofing data and fee codes, liaison with Schools on issues/clarification;
• Using scheduling software and manual processes, assigns rooms; checks scheduling information for conflicts, anomalies, and errors; constructs and inputs schedules in the student records system and processes changes on an ongoing basis;
• Publishes timetables and exam schedules and updates as required;
• Understands and interprets the differences between the CE Contract Management System (CMS) and the student records system and reconciles them appropriately;
• Tracks and resolves system problems;
• Develops and provides information and instructions regarding no-show and waitlist management to faculty and other employees, as required;
• Provides advice and training support for other system users throughout the college, as required;
• Manages facility scheduling using the room booking system; provides room utilization and other relevant reports; contacts Schools/Departments for approval in cases of potential conflict of interest, alerting supervisor of potentially inappropriate external booking requests;
• Enables publication of study space available for students;
• Works closely with Facilities Services and Facility Rental Services during facility renovations and maintenance periods;
• Supports the room booking aspect of external facility rental business services as well as alerting supervisor and Facility Rentals of potentially conflicting external booking requests.
• Serves as primary contact when students need to be notified of emergencies;
• Contacts and maintains effective working relationships with external individuals and organizations, as necessary, to promote Camosun College as the institution of choice;
• Produces student documents and duplicate documents, when requested and, as appropriate;
• Maintains the integrity, security, accuracy, and consistency of student records;
• Understands and applies confidentiality under the Freedom of Information and Protection of Privacy Act;
• Fosters strong communication links with department chairs and other school personnel to fill programs and courses, address problems, and enhance service to students;
• Manages and responds to public-facing email and electronic forms of correspondence;
• Participates in research in order to recommend new and innovative business processes and procedures to improve student education/care, best practices, and efficiency;
• Maintains and updates departmental procedures manual as required; provides input into the development of annual timelines;
• Under the direction of senior staff, performs system testing;
• Participates in the college's graduation ceremony preparation and other graduation activities, as required;
• Assists with, or delivers, training to other college or department personnel;
• Serves on college committees, as appropriate and works on projects, as assigned;
• Performs general departmental duties such as telephone/counter service, data entry, ordering/stocking supplies, filing, collecting and distributing mail;

Performs duties similar in scope and complexity, as assigned
Qualifications A two year post-secondary diploma and four years' related experience in a Student Services or Registrar's Office which includes one year of experience in admissions/registration, data management or timetabling/scheduling, or an equivalent combination of education and experience.

• Demonstrated customer service skills including understanding the needs of traditional and non-traditional learners and working in an environment that values and nurtures diversity;
• Superior interpersonal skills and the ability to work collaboratively in a team-based environment;
• Demonstrated organizational, including business processes, problem solving and decision-making skills to multi-task, meet deadlines, and be flexible in a fast-paced, changing environment;
• Demonstrated communication and public speaking skills;
• Proficient computer/technical skills, with extensive experience using an integrated student information database system including using all aspects of MS Office suite;
• Able to lift 25 lbs.
  Capabilities The core capabilities are required for all positions at the college.

• We all have a role to play in promoting and supporting students - directly or indirectly - contributing to their success, education and transition as they build their path to the future.

• Inclusion and respect align with Camosun's traditions of lifelong learning and positive, supportive experiences for all. We examine our individual and institutional cultures and, through indigenization, consider other ways of knowing (thinking), being (approaches), doing (acting), and relating.

• Fostering and nurturing relationships is at the core of everything we do. Successful workplace relationships take time to develop and include building trust, engagement and collaboration.