Coordinator, Student Records

3 weeks ago

Winnipeg, Canada University of Winnipeg Full time

**Responsibilities**:

- Determines areas of concern within the registrarial work flows and processes.
- Develops solutions within a project framework to resolve complex issues based on extensive knowledge of registrarial information systems and workflows to act as a project resource, doing client development and testing in Colleague or other systems.
- Implements solution-focused resolutions to identified registrarial and Student Services issues.
- Leads diverse project teams from project initiation to ongoing maintenance of the implemented changes.
- Collaborates with Student Services team members, and with internal and external stakeholders, vendors, or consultants on projects and enhancements.
- Serves as the Student Information System (SIS) Administrator for Student Records and Registration (Colleague).
- Ensures that the adequate reporting is available to the internal community from the SIS system.
- Develops new reports in conjunction with Technology Services Centre (TSC) as requested by administration or faculty.
- Leads and recommends enhancements to Records-related functions to increase efficiency and ease of data entry to the Colleague product.
- Determines the dates for the Tiered Registration Process in consultation with other Student Services areas.
- Determines the students who are eligible to be included in the Tiered Registration Process, creating the Tiers and assigning all the registration times to the students.
- First point of contact for trouble shooting problems in Colleague with regard to Registration and Student Records
- Sets up new courses, as approved by Senate, within Colleague.
- Revises courses in the Colleague database and ensures the accuracy of course description information.
- Trains staff on new developments in technology or work processes that result from projects.
- Performs system testing & Quality Assurance in conjunction with TSC for all software updates affecting Registration and Student Records.
- Creates and maintains Colleague instruction manual.
- Performs fixes to student records as a result of conversion or data entry errors.
- Ensures that exceptions have been entered on students’ records in Student Planning.
- Overall supervisory responsibility for the processes and work flows with the Records area.
- Collaborates with students and staff to resolve issues in a manner that reflects the student-centric values of Student Services.
- Responsible for providing ongoing staff feedback with regard to performance including performance reviews, and professional learning support.
- Responsible for providing support and/or backfill for all positions within the Student Records area.
- Collaborates with other Student Services team members to ensure exemplary student customer service.
- Responsible for training support for Student Services areas with regard to Student Records functions and processes.
- Responsible for the preparation of the Academic Dates for Senate Student Services committee approval.
- Edits sections of the General Calendar.
- Prepares the Academic Withdrawal Schedules for all terms in collaboration with The University of Winnipeg Financial Services.
- Prepares budget projections and maintains and manages the Student Records budget within the budgetary guidelines.
- Responsible for student support with regard to course planning and selection for student athletes.
- Coordinates and delivers the 1st Year Orientation session for all student athletes in conjunction with the Academic Advising Department.
- Responsible for student support with regard to course planning and selection for outgoing exchange students.
- Responsible for the creation of all course sections for the Accelerated High School programs, Inter-University Services (IUS), out-going Exchange programs, and other special programs.

**Qualifications**:

- Completion of a relevant university undergraduate degree.
- Post secondary Student Records experience in a Student Information System environment
- At least 4 years of directly related experience in an educational environment, including 2 years of supervisory responsibility, or an acceptable equivalent combination of education and experience.
- Understanding of university degree requirements.
- General understanding of academic policies and registrarial policies and procedures.
- Demonstrated ability to master all client aspects of a Student Information System.
- Advanced word processing and other office technologies (crystal reports, excel, presentation software etc.)
- Exercise tact, diplomacy and discretion when dealing with others.
- Displayed success in an outcome performance-driven environment.
- Effective listening skills, problem identification and solving skills.
- Able to manage crisis in a calm, respectful manner.
- Excellent interpersonal, written and verbal communication skills.
- Exercises initiative, good judgement and attends accurately to detail.
- Strong organizational skills.
- Advanced understanding of project management w

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