Information Specialist

1 week ago

Kitchener, Ontario, Canada Wilfrid Laurier University Full time

Date:
Jan 16, 2023

Location:
Waterloo, CA

Company:
Wilfrid Laurier University

Department:
Enrolment Services

Job Type:
Continuing

Full-time/Part-time: Full Time (>=1249 hrs/year)

Campus:
Waterloo

Reports to:
Assitant Registrar-Registrar Services

Employee Group:

WLUSA

Application Deadline:
January 29, 2023

Requisition ID:5142

Wilfrid Laurier University is a leading multi-campus university that excels at educating with purpose.

Through its exceptional employees, students, researchers, leaders, and educators, Laurier has built a reputation as a world-class institution known for its rich student experience, academic excellence, and global impact.

With a commitment to Indigenization and commitment to equity, diversity, inclusion, Laurier's thriving community has a place for everyone.


Laurier has more than 19,000 students and 2,100 faculty and staff across campuses in Waterloo and Brantford, as well locations in Kitchener and Milton.

The university is committed to providing an inclusive workplace, a flexible work policy and employing a workforce that is reflective of local and national demographics.

Our locations are situated on the traditional territories of the Neutral, Anishnawbe, and Haudenosaunee peoples.

We recognize the unique heritages of Indigenous peoples and support their intentions to preserve and express their distinctive Indigenous cultures, histories, and knowledge through academic programming and co-curricular activities.

Laurier's Centre for Indigegogy is one example of how Laurier honours Indigenous knowledge.

Position Summary:


Reporting directly to the Assistant Registrar - Registrarial Services, the Information Specialist position is responsible for accurately maintaining the confidential and official academic records (both electronic and hard copy files) for all students (both undergraduate and graduate) at all campuses.

The Information Specialist works to contribute to the efficient and accurate operation of the Registrarial Services unit, providing service to all faculties for both graduate and undergraduate programs, thereby supporting the academic mission of the University.


Required to understand, in detail, the complex and frequently updated academic regulations of the University, the Information Specialist must also adhere to the Freedom of Information and Protection of Privacy Act (FIPPA) at all times.

Diplomacy and tact are paramount, as opposition and frustration can often be encountered while providing service in a high-volume and fast-paced environment.


Occasionally, staffing levels and/or volume may require the incumbent to provide backup support to the Records team functions, including but not limited to mail delivery, data retention initiatives and responding to escalated inquiries via the Service Queue.


Accountabilities:

  • The Information Specialist is required to understand, in detail, the complex academic regulations of the University's Senate, Faculty Councils, and departments and to continually update knowledge of regulations as they are altered or revised by the various governing bodies
  • Responsible for fee appeal processing and involvement in the process as related to academic petitions
  • Required detailed understanding of various administrative procedures of each of the faculties, with respect to generation, alteration, and status of academic records, program offerings, course offerings, and situations requiring the petitions process
  • Responsible for data entry into realtime confidential student records. Accuracy is paramount as these functions directly/immediately affect all Registrarial reports, fee assessments, OSAP assessments, and government reporting
  • For International Exchange programs, make appropriate coding/comment notations to student records in the Student Information System (Banner) and maintains the biographical record
  • Manage the setup, registration, and continued record maintenance and support for specialized university programs (such as the growing number of academic success programs)
  • Provide backup support to various Records team functions, including but not limited to mail delivery, data retention initiatives and responding to escalated inquiries via the Service Queue
  • Provide instructions to faculty and department staff members for online grade submission
  • Prepare files for annual data retention exercise and scanning process as required
  • Assist with other positions in the department from time to time as training requires and work load makes possible
  • Demonstrate flexibility and adaptability, be open to new ideas, and exhibit a willingness to challenge the status quo and strive for continuous improvement
  • Ensure related business processes are well documented and revised as required, including proper storage of electronic files on Laurier's shared drives and as per departmental standards
  • Support and participate in the exchange of diverse perspectives and ideas
  • Foll

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