Records Specialist

Interested applicants must submit their application and all required documents online on the Douglas College Career Site www.douglascollegecareers.ca. Qualified internal applicants shall be given first consideration in filling the position. All internal applications must be submitted by July 5, 2024. Please ensure your resume clearly explains how you meet the required knowledge, skills and abilities of the position for which you are applying. All candidates selected for interview will need to bring original certificates and diplomas of educational credentials noted on their resume.

Position Information

Position Title

Position Title Records Specialist

Posting Number

Posting Number 02226SA

Location

Grade or Pay Level

Salary Range

Salary Range $53,738 annually (with wage increments to a max of $60,006 annually). Salary and wage increments are in accordance with the Collective Agreement.

Position Type

Position Type Support Staff - Regular

Posting Type

Posting Type Internal/External

Regular/Temporary

Regular/Temporary Regular

Employment Type

Employment Type Full-Time

Posting Category

Posting Category Staff

Start Date

Start Date 08/01/2024

End Date

Day of the Week

Day of the Week Mondays to Fridays

Shift

Shift 8:30 - 4:30

Work Arrangements

This regular full-time (35 hours per week) position is available starting August 1, 2024. Regular hours of work are Monday to Friday, 8:30 am – 4:30 pm. Shift days and times may change depending on the Department’s need. The position is located at the New Westminster campus; however, successful candidate must be available for occasional work at the Coquitlam campus.

What Douglas Offers

DO what you love. Be good at it. That’s how Douglas College defines a great career. It’s a philosophy that resonates through our classrooms, our offices and our boardrooms. It inspires our students and drives us to make Douglas College one of BC’s Top Employers. We love what we do. And we’re looking for passionate, motivated people to join us in making one of Canada’s best colleges even better.

The Role

The Records Specialist is responsible for a variety of critical duties related to registration and student records. This position oversees a comprehensive and rotating portfolio of tasks, while working independently, and only seeking guidance from the Assistant Registrar when appropriate. They are responsible for supporting registration by assisting with set-up, monitoring and trouble-shooting complex registration problems. They perform various records activities that include, but not limited to entry of I-contracts, grade changes, and updating academic standing. They liaise with the Privacy office to produce third party FIPPA requests by the mandated deadline. They ensure that all relevant policy and procedure are accurately applied to each student record, and check each document received into the area for accuracy prior to accepting to the student record. They are responsible for testing and implementing new or revised functionality of the Student Information System (Banner) and other applications. They ensure data integrity and consistency and demonstrate expertise in using and maintaining Banner. They work cooperatively and collaboratively with all employees to meet deadlines and provide exceptional client centered service to all stakeholder groups.

Responsibilities

1. Facilitates and supports student success and enrolment within Enrolment Services, as well as CEIT , external vendors/programmers to meet business requirements of the unit.

a. Assists with registration set-up, monitoring, trouble-shooting and resolving complex registration problems by investigating and determining the reasons for registration issues or challenges; resolves or recommends solutions as appropriate.

b. Reviews priority registration time slots to ensure accuracy of data and adherence to student system load guidelines and time slot assignment policy. Identifies and corrects issues.

c. Works with the Team Lead and/or Assistant Registrar to analyze, test and implement new Banner functionality and upgrades; works closely with CEIT analysts and programmers and/or faculty or departments.

d. In partnership with the Team Lead and/or Assistant Registrar, reviews implemented solutions ensuring changes have been made correctly and that changes will result in an improvement to the student or faculty experience.

e. Provide training and assistance to other staff and faculty within Enrolment Services and across the College community in regards to new and existing functionality or logic of the student information system.

f. Participates in cross-functional troubleshooting, analysis and testing with other areas such as Finance, Admissions, Human Resources, etc.

g. Produces and distributes routine student information system reports as required.

2. Manages and maintains the official student record.

a. Maintains and produces official transcripts, including being responsible for both incoming and outgoing XML data to various trading partners. Troubleshoots processes and corrects any errors identified.

b. Processes grade changes, entry of I-Contracts, IP Contracts, probation clearances, request for exceptions, academic integrity violations, and guided study contracts ensuring accuracy and adherence to applicable policies.

c. Interprets Registraral decisions on student Request for Exemption appeals. Determines appropriate system updates and configurations required based on the decision, then executes the changes necessary in Banner, amending the student record. Liaises with Finance to ensure that correct refunds are issued.

d. Verifies, enters, accesses and retrieves information related to student records. Liaises with Privacy Office to execute third party FIPPA requests within the tight timeframes mandated by law.

e. Responsible for registration, grade entry, student records maintenance, and transcript production for the Shanghai University of International Business and Economics ( SUIBE ) partnership program; ensuring policies are applied correctly and the integrity of the record is upheld.

f. Completes Academic Standing process each semester, ensuring student holds are applied correctly and student accounts are assessed for the correct Academic Standing, manually adjusting student accounts as required. Sends mass communications to students as a result of Academic Standing changes.

g. Completes Dean’s List/Honour Roll process each semester, manually adjusting student accounts as required. Sends mass communications to students as a result of Dean’s list/Honour Roll changes.

h. Runs specific processes required for various student populations (i.e.-Academic Integrity Module registration, SIN Collection process, etc.).

i. Resolves duplicated student ID accounts by completing a comprehensive and thorough investigation of each account, deciding which information is critical to student records and ongoing student enrolment, migrating all relevant information to correct student ID through account and system configuration, and ultimately retiring the redundant ID from the Student Information System. Liaises with other areas of the College, such as CEIT , Finance or Human Resources, as necessary to ensure completeness of record.

j. Responsible for reviewing the Ministry of Education Personal Education Number ( PEN ) report, ensuring the accuracy of data in our system meets the Ministry benchmark for the institution. Updates, corrects or adjusts data in database as appropriate and liaises with the Ministry. Identifies duplicate student accounts and resolves (as described above). Updates information on the permanent student record using appropriate software solution (currently Laserfiche).

k. Maintains partnerships with other institutions (such as the SFU Partnership program, or University of Wales partnership) by monitoring reports, ordering transcripts and removing students who are no longer in the program.

l. Researches, analyses and corrects errors in student records to meet data standards and ensure data integrity by applying sector best practices. Ensures compliance to student record policies and procedures; maintains records standards based on College policies.

m. Expert user of FAST Student reporting tool to create and distribute regularly scheduled and ad hoc reports. Responsible for the task of extracting usable data from the Student Information System (Banner) using any future software that may be acquired in addition to or in lieu of FAST .

3. Perform other duties.

a. Answers in-person, telephone and e-mail inquiries from students, and the College community.

b. Explains College procedures and policies related to registration and withdrawal processes, records, refunds, probation status, grading procedures and request for exceptions for students.

c. Assists with graduation ceremonies and Douglas College events as appropriate.

d. Other duties as required.

To Be Successful in this Role You Will Need

1. To have successfully completed a Diploma level program in a related field at a recognized post-secondary institution and a minimum of two-year relevant experience in a post-secondary environment with a computerized student information system; an equivalent combination of education, training and experience may be considered.

2. A good working knowledge of Student Information Systems (such as Banner) and registration and records functions, with the ability to identify and problem solve errors and student account issues.

3. Good working knowledge of the applicable College policies and procedures, the nature and content of programs being offered, as well as office practices and procedures. Ability to review complex documentation and incorporate findings into practice.

4. Possess in-depth knowledge of Student Records processes, to be applied in seeking enhancements through new functionality, planned maintenance, configuration and upgrades of the Student Information System (Banner) and other applications to improve efficiency and service.

5. Proven experience in a high volume, fast-paced environment with multiple conflicting deadlines and short turn-around times, where speed and accuracy are paramount.

6. Experience working in an environment where professionalism, high degree of confidentiality and sensitivity are of primary importance.

7. Excellent interpersonal and intercultural communication skills including written and verbal fluency in the English language.

8. A demonstrated ability to:

• exercise initiative within a team and promote a positive work environment.
• function effectively in an environment where professionalism, confidentiality, and sensitivity are of primary importance.
• perform under extreme pressure during peak periods of concentrated activity together with a proven ability to establish priorities and achieve strict deadlines.
• excellent communication skills including navigating difficult conversations with stakeholders, as well as proven experience in dealing professionally with diverse populations, at all levels, both internal and external to the College.
• coordinate information between various stakeholders, with a good working knowledge of modern office practices and procedures.
• apply and work within relevant policies and procedures. Demonstrate an understanding of the relationship of the responsibilities of this position to other College operations.
• show proficiency with student information systems (Banner preferred), including the ability to test, analyze and problem solve complex error and omissions that have the potential to impact entire student populations.
• prioritize tasks based on stakeholder needs within a rotating portfolio of duties.
• keyboard accurately at 40 wpm.
• use Excel at an intermediate level, MS Word at an intermediate level and demonstrate an aptitude and comfort

Link to Full Position Profile

Equity Statement

Douglas College is committed to fostering a diverse, inclusive and equitable learning and working environment. In support of this journey, we welcome all people to apply, including people from groups that are experiencing inequity, including, but not limited, to Indigenous Peoples, racialized or persons of colour, persons with mental or physical disabilities, persons who identify as women, and/or persons of marginalized sexual orientations, gender identities and expressions, and persons of all faith identities, age, marital status, and parental status.

Needs a Criminal Records Check

Needs a Criminal Records Check No

Open Date

Open Date 06/27/2024

Close Date

Close Date 07/05/2024

Open Until Filled No

Special Instructions to Applicant

Interested applicants must submit their application and all required documents online on the Douglas College Career Site www.douglascollegecareers.ca. Qualified internal applicants shall be given first consideration in filling the position. All internal applications must be submitted by July 5, 2024. Please ensure your resume clearly explains how you meet the required knowledge, skills and abilities of the position for which you are applying. All candidates selected for interview will need to bring original certificates and diplomas of educational credentials noted on their resume.

Required fields are indicated with an asterisk (*).

• Are you a current or former Douglas College employee/student?
  • Current employee
  • Former employee
  • Current student
  • Former student
  • None of the above
• If you are a current/former employee/student, enter your ID number. (Type in N/A if not applicable.)

  (Open Ended Question)

  • How did you first find out about this employment opportunity?
    • Douglas College Careers Site
    • LinkedIn
    • Indeed
    • Social Media (Facebook, Instagram)
    • Personal Referral
    • Agency Referral
    • Professional Association Website
    • Colleges and Institutes Canada (CICAN)
    • Canadian Association of University Teachers (CAUT)
    • Douglas College CareerHUB
    • Career Fair or Other Hiring Event
    • Other
    • Glassdoor
  • If you are not a Canadian Citizen or Permanent Resident, do you currently have a valid Canadian work permit?
    • Yes
    • No
    • Not Applicable
  • If you have a valid Canadian work permit, please indicate expiry date and the type of work permit you hold. (Type N/A if not applicable).

    (Open Ended Question)

    • Please confirm that you will maintain residency in the Lower Mainland for the duration of your employment.
      • Yes, I confirm
      • No, I am not able to meet this requirement
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