Registrar Services System Administrator

1 month ago

Hamilton, Canada McMaster University Full time

**Schedule**
Monday - Friday, 8:30am - 4:30pm.

**Education Level**
3 year Community College diploma in Computer Systems or related field.

**Career Level**
Requires 3 years of relevant experience.

**Department Description**:
The Office of the Registrar proudly supports McMaster University’s academic mission through the creative, efficient provision of core administrative student services

and the support of staff and faculty across all areas of the university community. Our work in supporting the student experience reaches from initial contact with

prospective students through the celebrations of convocation. We are a smart, collaborative staff approximately 100, spread across 8 departments:
Student Services, Aid & Awards, Student Recruitment, Undergraduate Admissions, Student Records & Systems,

Scheduling & Examinations, Student Communications and Central RO Administration.

This role supports the student services centre. The integrated student services centre support students at McMaster in meaningful ways. The centre, which services

over 30,000 customers, takes a first contact resolution approach in helping students navigate self-service options, providing transactional and in-depth assistance

and university/financial counselling.

The **System Administrator** for RO Student Services will have a technological and functional role on the team. Working within systems to provide excellent

and future initiatives of the department.

**Job Summary**:
Responsible for the planning, administration, development and monitoring of documents, process flows and schedules of the student services systems.

Develop operational plans and timelines to ensure all system processes are carried out in a way that ensures smooth operations and meets standards and data integrity requirements. Develop and disseminate accurate, clear, timely reports based on data in the Student Information System.

**Purpose and Key Functions**:

- Recommend, manage, and develop enhancements and new system developments for departmental computer systems.
- Develop test cases and implementation plans for new and revised business processes and/or system enhancements and changes.
- Coordinate the maintenance, updates and enhancement of systems and databases.
- Troubleshoot, maintain, and update internal and external system interfaces.
- Plan and coordinate a variety of events such as workshops, user group meetings, training sessions, system requirement gathering meetings, etc.
- Facilitate student focus groups to collect qualitative data and conduct gap analysis to determine statistics related to performance and activity.
- Provide technical advice and guidance to others. Train and support others on system functionality and business processes, both formally and informally.
- Analyze qualitative data collected.
- Manage the security permissions to a variety of systems and databases. Follow up with user to ensure security permission is up-to-date.
- Authenticate the identity of individuals requesting data and credentials to ensure the protection of personal information.
- Respond independently to inquiries that are specific in nature and require a thorough knowledge of established University policies and procedures.
- Maintain electronic filing systems to safeguard the confidentiality and accessibility of student records.
- Annual review and ad hoc updates of web-based systems such as canned messages and chatbot intents and website content.
- Perform preliminary investigations and troubleshoot student record issues, batch job errors and data inconsistencies. Determine the scope of the issue and work in collaboration to resolve issues and determine course of action.
- Create and maintain procedural and technical documentation for reporting, tracking, and troubleshooting student records system problems.
- Write a variety of documents such as correspondence, procedure manuals, and reports.
- Perform data entry tasks, including, but not limited to, transcripts, enrolment verification letters, information resources, etc.
- Maintain departmental recordkeeping processes.
- Remain current with frequent changes in technologies and system upgrades.

**Additional Information**

Experience with the following systems is required: Mosaic (PeopleSoft), WordPress, Chatbot
- Discovering and implementing new tools for digital student services
- Problem solving on a system basis.
- Interpreting McMaster policies

**How To Apply**

**Employment Equity Statement**

McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the “Dish With One Spoon” wampum agreement.

The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a

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