Student Systems Coordinator

3 weeks ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Student Info Support 4 (Gr7)

Job Title

Student Systems Coordinator

Department

Support | Student Systems Management | Scheduling, Records and Systems Management | Enrolment Services

Compensation Range

Posting End Date

June 5, 2023

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

Aug 31, 2024

Job Description Summary

The Student Systems Coordinator oversees daily operations of the Student Systems Management Team within Enrolment Services. The Student Systems Coordinator performs duties across functional areas which includes: overseeing the operations of provisioning access to UBC’s Student Information Systems (SIS), responding to complex inquiries for which no formal policy, procedure or precedence exists, and maintaining and updating Student Information Systems as needed. The Student Systems Coordinator also plays a crucial role to ensure the provisioning of accurate information, guidance, and direction on issues such as student data and records within the Student Information Systems, including developing solutions and protocols to analyze and resolve records related issues and participating in other ES and IT related initiatives.

Organizational Status

The Student Systems Coordinator reports to the Business Solutions Analyst, Team Lead, Student Systems Management. The Student Systems Coordinator will work closely with staff within the Student Systems Management team and/or units within UBC IT, and will escalate issues to other team members as needed.

Work Performed

Access Management
- Responsible for prioritization of student system access provision/de-provision requests, responds to requests within established service standards, and resolves or escalates requests within a timely matter
- Reviews and ensures completeness of requests, evaluates requests and assigns security and access permissions to data and systems in accordance to university policy (including but not limited to Policy SC14 and Information Security Standards), legislative requirements (e.g. FIPPA), best practices, and establish standard operating procedures
- Conducts audit reviews of users and access groups and makes recommendations to resolve any identified issues
- Engages with faculty, departments, and units to review their users and level of access on a regular basis
- Actively promotes best practices in the security and privacy of personal information and student data and makes recommendations to improve processes and procedures where necessary
- Troubleshoots access-related issues which may be either routine or complex

Business Support
- Acts as primary contact for the student systems user community for general inquiries, troubleshooting, user issues, and requests to the basic use of the Student Information Systems
- Responsible for prioritization of support inquiries, responds to requests within established service standards, and resolves or escalates inquiries within a timely matter
- Resolves complex issues by performing duties such as troubleshooting, investigating, taking corrective action, and referring or escalating as appropriate
- Liaises with other members of the Student Systems Management team and units within UBC IT when escalation is required
- Responsible for prioritization of reporting requests, executing and delivering reports in accordance to university policy, legislative requirements, best practices, and establish standard operating procedures
- Develops and maintains standard operating procedures
- Provides administrative support to working groups and committees as required (e.g. Enrolment Services’ Management of Technology Working Group)

Application Management
- Configures and performs updates to student systems
- Assists in the maintenance of databases, ensuring that configuration is accurate and up-to-date
- Sets up new undergraduate and graduate programs in Student Systems
- Importing large amount of data into existing student systems from a spreadsheet
- Supports Business Solutions Analyst with cyclical maintenance tasks by providing administrative support, engaging with users to collect detailed information and performing user acceptance testing

Problem Management
- Responsible for overseeing and coordinating the resolution of incident tickets. Liaises with UBC IT and other groups as necessary in order to resolve highly complex incidents and steward to resolution.
- Oversees the correction of errors in student systems
- Coordinates the day-to-day intake of duplicate student record issues, prioritizes tickets for resolution, and performs appropriate remediation
- Liaises with the staff within faculties or administrative units on duplicate student record issues - updates, assists and informs all stakeholders of progress and impacts as issues are worked on and resolved
- Updates and modifies student records to resolve data quality issues or errors, ensures

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