Student Records Advisor, Enrolment Services

Description

Enrollment Services within the Office of the Registrar is currently seeking a Full-time Regular Student Records Advisor.

Reporting to the Manager, Student Records, the primary focus of this role is leading the management and execution of institutional grading policy, the official student record digital system (MyCreds, and support various procedures related to the student records unit by advising all institutional partners on role and responsibilities to secure the integrity of examination and grading of the student records. The Student Records Advisor works in an environment that demands efficient time management, experiences a high volume of work with strict academic deadlines, and requires strict adherence to confidentiality. This position experiences high stress at peak periods due to timelines. Overtime is anticipated at peak times in the student cycle.

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

Development and Delivery of Student Record Advising

• Assist the Manager of Student Records and Deputy Registrar in developing campus wide programming and training for all student record advising to the student population, advising network, senior managers and associate deans.
• Training and support for: grading processes, final examinations, deferred final examinations, Student Accessibility Services in understanding the academic regulations.
• Design training practices and processes for the advising network and present multiple times throughout the academic cycle.
• Assist Manager of Student Records and Deputy Registrar with the administration, hiring, training and supervision of the final examination proctors, and provide continual feedback on how to enhance the deferred final examination program.
• Offer training and support to institutional partners on transcript processes and assist in managing the utilization and expansion of the Digitary MyCreds secure student record system across campus.
• Regularly review and develop new resources, enhance processes necessary to assist students in understanding processes related to the student record.

Student Records Advising

• Provide exceptional in depth advising services to a large number of clients representing various roles and backgrounds related to the university community.
• Advising individual students in all career paths, administrative staff, faculty members, peer advisors in all department and faculties and associate deans throughout the academic cycles for all academic terms.
• Advising core competencies includes interpretation of calendar regulations, requirements for students related to deferrals, academic and non-academic misconducts, reappraisal of grade, grade appeal processes, student record notations and official transcription text.
• Provide evaluation and options for student cases and advising referrals directly to the associate dean, designate, Manager of student Records, or Deputy Registrar for review.
• Advise designates in each department on the protocol for grading, deferral practices and referral for student inquiries and rationales related to the calendar regulations.
• Manage all escalations related to the calendar policy related to grading and examination practices.
• Plan and deliver advising and support and outreach via workshop, training, and one to one meetings to the department and faculty users related to PeopleSoft examination and grades module as well as Bright space components to support faculty member inquiry.
• Advise, assist and train Enrolment Services staff, Faculty of Graduate Studies and Cumming School of Medicine on all student record components (regulation and student systems) including examination, grades and official transcript.

Teamwork, Collaboration and Grading Administration

• Lead the team and overall logistics and planning of the deferred final examination schedule for each academic term.
• Advise on the access and process to update grade rosters and provision access to all department and faculty administrators according to established schedules.
• Review academic standing sanctions and verify the update on the official student record and manage the expiry of sanction without error.
• Respond in a timely and effective manner to inquiries from faculties, departments related to examinations and grading processes via email, web inquiry and phone services.
• Manage regular review of requests and approve the release of APAS Alberta Government transcript request system.
• Provide administrative assistance on exceptional cases related to the student record portfolio, including, but not limited to: requests for student record documentation from university FOIP and Legal offices, managing academic suspension and expulsion records, and rectifying duplicate student system identification.
• Participate in and support all key departmental operations within the Office of the Registrar including analyzing and presenting statistics, departmental meetings, strategic planning, and participation at events as required.
• Understand and monitor system evaluations, testing and improvement analysis.
• Participate in committees and working groups related to integrity of the student record policies procedures and improvements including presentations and workshops.
  

Qualifications / Requirements:

• Bachelors Degree and minimum 3 years of student services advising experience
• Understanding of university calendar regulations and experience working with academic policy.
• Experience advising students with high level of stress and anxiety related to examination policy.
• Ability to conceptualize, design student system needs (PeopleSoft student centre) and implement enhanced processes in the faculty advising units across campus that supports students.
• Ability to successfully handle high volume student inquiries with a positive student-centric focus.
• Demonstrated commitment to exceptional professional student and staff service.
• Outstanding interpersonal communication skills, including written, oral, one on one and in presenting workshops and faculty / academic presentations.
• Experience training and mentoring.
• Experience proctoring examinations and supervising exam proctors.
• Strong critical thinking and judgement and decision making skills.
• Abilities in problem identification, reasoning, and ability to develop original ideas to solve problems.
• Demonstrated ability to be resourceful, creative, innovative and flexible.
• Ability to work effectively individually and as a member of cross-functional teams.
• Consistently demonstrates strong facilitation, negotiation, leadership and customer service skills and upholds the credibility of the University in all areas of responsibility.
• Experience developing and providing in-person and online presentations, workshops, training for faculty staff, students and the advising peers on campus as well as familiarity with online learning tools such as Bright Space, and Drupal.
• Experience using PeopleSoft system Campus Solutions, an asset.
• Experience using SharePoint, Microsoft Planner and the MyCreds digital student records system (Digitary systems) is an asset.
• Highly proficient with Microsoft Office, specifically Excel, Outlook essential.
• Excellent organizational skills essential.
• Demonstrated ability to organize and effectively lead large examination events for students (2000+ students).

Application Deadline: May 1, 2024

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 X Job Family, Phase X.

For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.

About the University of Calgary

UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.

The University of Calgary has launched an institution-wide Indigenous Strategy committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Equity, Diversity and Inclusion (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).

Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.