Student Records Specialist

3 weeks ago

Toronto, Canada University of Toronto Full time

**Date Posted**:02/06/2024
**Req ID**: 35897
**Faculty/Division**: Faculty of Arts & Science
**Department**: Faculty Registrar
**Campus**: St. George (Downtown Toronto)
**Position Number**: 00020177

**Description**:
**About us**:
The Faculty of Arts & Science is the heart of Canada’s leading university and one of the most comprehensive and diverse academic divisions in the world. The strength of Arts & Science derives from our combined teaching and research excellence in the humanities, sciences and social sciences across 29 departments, seven colleges and 46 interdisciplinary centres, institutes and programs.

We can only realize our mission with the dedication and excellence of engaged staff and faculty. The diversity of opportunities and perspectives within the Faculty reflect the local and global landscape and the need for curiosity, innovative thinking and collaboration. At Arts & Science, we take pride in our legacy of innovation and discovery that has changed the way we think about the world.

**Your opportunity**:
The Office of the Faculty Registrar works closely with departments and colleges at the University of Toronto, concerning virtually all matters relating to Arts and Science students. Our department members are dedicated to aid all students to the greatest extent, to make their university experience as smooth and seamless as possible. We coordinate personal, financial, academic counselling, registration and enrolment, student records, transfer credit, petitions, final examinations, and graduation.

Reporting to the Associate Director, Enrolment Services & Records, the Student Records Specialist is a key member of the Records and Enrolment team in the Office of the Faculty Registrar. The incumbent will act as the first point of escalation for inquiries concerning student records, propose and implement process changes with the goals of improving service to students, College Registrar's Offices, and academic units, and collaborate with various stakeholders across the Faculty. The incumbent will also work closely with the members of the Records and Enrolment team as well as with other staff in the Office of the Faculty Registrar including the Welcome Services team.

**Your responsibilities will include**:

- Creating and updating student records
- Implementing plans and process improvements for registration and enrollment activities
- Advising staff on the interpretation of academic regulations and its impact to student records and assessments
- Reviewing and assessing student records to confirm eligibility to graduate
- Following rules and procedural processes related to Freedom of Information and Protection of Privacy Act (FIPPA)
- Keeping well-informed on University programs, policies and procedures
- Responding to service requests in a timely fashion
- Serving as a resource to others by providing (non-supervisory) job-related guidance

**Essential Qualifications**:

- Bachelor's Degree or acceptable combination of equivalent experience.
- Minimum four years of recent and related experience in the management of student records and enrolment/registration processes.
- Demonstrated experience with degree, program, and course requirements in a post-secondary institution.
- Demonstrated experience with ROSI (or a similar student information system) and an understanding of Degree Explorer (or similar degree assessment/audit system) and of eMarks (or similar mark submission system).
- Experience with data management and coordination and ensuring data integrity.
- Experience interpreting policies related to records and enrollment, and providing significant input into local policies, procedures and practices.
- Proficient in Windows and MS Office including Word, Excel and Access.
- Expert knowledge using ROSI or similar student record systems
- Excellent logical, critical thinking, problem solving, analytical and organizational skills
- Extensive troubleshooting skills.
- Excellent interpersonal skills with demonstrated focus on service excellence, process improvement, and professionalism.
- Excellent verbal and written communication skills

**To be successful in this role you will be**:

- Adaptable
- Communicator
- Organized
- Proactive
- Problem solver
- Team player

Please note:

- This is a 2-year term position.
- This role is currently eligible for a hybrid work arrangement, pursuant to University policies and guidelines, including but not limited to the University of Toronto’s Alternative Work Arrangements Guideline.

**Closing Date**: 02/15/2024, 11:59PM ET
**Employee Group**: USW
**Appointment Type**: Budget - Term
**Schedule**: Full-Time
**Pay Scale Group & Hiring Zone**:
**Job Category**: Administrative / Managerial

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