Supervisor of Student Records

2 months ago

Burnaby, Canada British Columbia Institute of Technology (BCIT) Full time

BCIT’s **Registrar’s Office** is seeking a **regular, full-time (1.0 **FTE**) Supervisor of Student Records (Operations)**. This position ensures that the day to day Student Records operation runs smoothly, peak periods are coordinated and prepared for appropriately, and all operational tasks and distribution of work are properly administered. Works collaboratively with Systems Administrator and other stakeholders to ensure operations continuity. Ensures efficient and effective operation of work activity cycles as they occur within the department. Supervises and ensures that staff work loads, projects, customer service, equipment and stock are all monitored and systems needs are addressed in coordination with Systems staff. Ensures efficient and accurate processing and maintenance of all staff reports to this position for work schedules, attendance and vacation. Acts as Banner Module Specialist for the Student Records Curriculum, Advising, and Program Planning modules and for the Student Records Transfer Articulation module. Coordinates graduation & Convocation process and logistics. Plans and carries out special projects as assigned by the Associate Registrar.**Duties & Responsibilities**

**DUTIES** **AND**

**RESPONSIBILITIES**:

- Ensures staff schedules, hours, vacation and attendance processing. Assigns work and additional projects ensuring consistency across processes.
- Supervises and monitors Departmental Budget. Plans office activities based on budget allowances.
- Oversees processing of attendance management for Records Staff, ensuring data accuracy in Attendance System.
- Provides input to Associate Registrar on Performance Appraisals on staff.
- Works closely with Associate Registrar on staff conflicts and resolution, providing input or mediation to help solve problems.
- Handles customers’ complaints regarding staff conduct, office procedure or policy
- Ensures accurate and complete data is maintained for Student Records in electronic and non-electronic format. Maintains student files and records, ensuring legal records retention requirements are enforced. Leads organization of records retention, such as regular microfiche of files and confidential destruction of files.
- Coordinates directly, or participates in the coordination of Student Records cyclical activities such as term-end marks processing and review, registration of continuing students, term start-up, Registration Day set up and activities. Provides supervision to Student Records staff in their completion of the above activities.
- Collaborates in the planning, design, implementation and coordination of system related initiatives, such as Banner Web.
- Works collaboratively with Registrar’s Office Systems personnel in the development of Cognos reports as required for Student Records, Registrar’s Office and Institute needs
- Maintains current knowledge of institute policies and ensures that the Student Records procedures meet compliance regulations.
- Ensures the Records staff follow Freedom of Information/Protection of Privacy rules and informs them of any changes to the Act.
- Maintains ongoing communication with staff/service areas in connection with Student Records.
- Ensures knowledge of all program/course offerings, start/end dates, grading modes and graduation requirements are maintained and up to date. Including institute policies and registrarial guidelines.
- Acts as a resource to Registrar’s Office for Student Records operations and procedures. Participates in problem solving for Institutional issues that impact the Registrar’s Office and recommends adjustments to procedures and practices to accommodate changing needs.
- Ensures Cognos reporting tool used by the Records Office, is up to date with required changes and quality control in reporting processes, including reports clean up.
- Review and approve marks changes and student status change recommendations from program areas. Question changes that may not follow policy or appear inconsistent with usual procedure.
- Supervises and coordinates staff training for operational adjustments and modifications.
- Coordinates process for graduation & Convocation, i.e.: Graduation Applications, auditing for graduation, correspondence with students, invitations, automated diploma printing, approval for attendance at Convocation. Supervises and ensures proper rooms at Convocation Hall are available, setting up of student gowning rooms, diploma pick up, student waiting rooms and organization of students for procession into auditorium.
- Ensures that all registered students are dealt with in a fair and equitable manner.
- Acts as the Banner Module Specialist maintaining the Degree Module, testing of new versions and training staff. Troubleshoots when module problems arise. Participates in the review & development of new Banner modules i.e.: Curriculum, Advising, Programming & Planning Module and Transfer Articulation Module.
- Alerts Associate Registrar to issues that r

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