Records Specialist

2 months ago

New Westminster, Canada Douglas College Full time

**Work Arrangements**
- This temporary full-time (35 hours per week) position is available starting October 1, 2024. Regular hours of work are Monday to Friday, 8:30am - 4:30 pm. Shift days and times may change depending on the Department’s need. Occasional evening and/or weekend work may be required. The position is located at the New Westminster campus.**What Douglas Offers**
- DO what you love. Be good at it. That’s how Douglas College defines a great career. It’s a philosophy that resonates through our classrooms, our offices and our boardrooms. It inspires our students and drives us to make Douglas College one of BC’s Top Employers. We love what we do. And we’re looking for passionate, motivated people to join us in making one of Canada’s best colleges even better.**The Role**Responsibilities**
- 1. **Facilitates and supports student success and enrolment within Enrolment Services, as well as **CEIT**, external vendors/programmers to meet business requirements of the unit.**
- a. Assists with registration set-up, monitoring, trouble-shooting and resolving complex registration problems by investigating and determining the reasons for registration issues or challenges; resolves or recommends solutions as appropriate.
b. Reviews priority registration time slots to ensure accuracy of data and adherence to student system load guidelines and time slot assignment policy. Identifies and corrects issues.
c. Works with the Team Lead and/or Assistant Registrar to analyze, test and implement new Banner functionality and upgrades; works closely with CEIT analysts and programmers and/or faculty or departments.
d. In partnership with the Team Lead and/or Assistant Registrar, reviews implemented solutions ensuring changes have been made correctly and that changes will result in an improvement to the student or faculty experience.
e. Provide training and assistance to other staff and faculty within Enrolment Services and across the College community in regards to new and existing functionality or logic of the student information system.
f. Participates in cross-functional troubleshooting, analysis and testing with other areas such as Finance, Admissions, Human Resources, etc.
g. Produces and distributes routine student information system reports as required.
2. **Manages and maintains the official student record.**
- a. Maintains and produces official transcripts, including being responsible for both incoming and outgoing XML data to various trading partners. Troubleshoots processes and corrects any errors identified.
b. Processes grade changes, entry of I-Contracts, IP Contracts, probation clearances, request for exceptions, academic integrity violations, and guided study contracts ensuring accuracy and adherence to applicable policies.
c. Interprets Registraral decisions on student Request for Exemption appeals. Determines appropriate system updates and configurations required based on the decision, then executes the changes necessary in Banner, amending the student record. Liaises with Finance to ensure that correct refunds are issued.
d. Verifies, enters, accesses and retrieves information related to student records. Liaises with Privacy Office to execute third party FIPPA requests within the tight timeframes mandated by law.
e. Responsible for registration, grade entry, student records maintenance, and transcript production for the Shanghai University of International Business and Economics (SUIBE) partnership program; ensuring policies are applied correctly and the integrity of the record is upheld.
f. Completes Academic Standing process each semester, ensuring student holds are applied correctly and student accounts are assessed for the correct Academic Standing, manually adjusting student accounts as required. Sends mass communications to students as a result of Academic Standing changes.
g. Completes Dean’s List/Honour Roll process each semester, manually adjusting student accounts as required. Sends mass communications to students as a result of Dean’s list/Honour Roll changes.
h. Runs specific processes required for various student populations (i.e.Academic Integrity Module registration, SIN Collection process, etc.).
i. Resolves duplicated student ID accounts by completing a comprehensive and thorough investigation of each account, deciding which information is critical to student records and ongoing student enrolment, migrating all relevant information to correct student ID through account and system configuration, and ultimately retiring the redundant ID from the Student Information System. Liaises with other areas of the College, such as CEIT, Finance or Human Resources, as necessary to ensure completeness of record.
j. Responsible for reviewing the Ministry of Education Personal Education Number (PEN) report, ensuring the accuracy of data in our system meets the Ministry benchmark for the institution. Updates, corrects or adjusts data in database as appropriate and liaise

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