Temporary Records

4 weeks ago

Brampton, Canada Algoma University Full time

**Job Title: Temporary Records & Registration Specialist**:

- Staff Bargaining Unit_

**Position Status**:Temporary - One Year Contract, Full-Time (35 hours/week)
OSSTF

**Department**:Office of the Registrar

**Supervision Received**:Manager, Enrolment Services

**Supervision Exercised**:Student Assistants

**Location**:Brampton, ON

**Number of Positions**:2

PRIMARY FUNCTIONS:
A. Registration / Client Services 40%

B. Records and Scheduling 30%

C. Articulations / Admissions 20%

D. Other Duties 10%

**TOTAL 100%**

Reporting to the Manager, Enrolment Services, the Records & Registration Specialist provides support in managing the accuracy, integrity, and security of the student academic records. The position supports both prospective and current students on all campuses, and is also responsible for identifying and initiating change to existing services and developing processes that will deliver effective services. This position works closely with the Office of the
Registrar staff, Student Accounts, Student Success & Wellbeing team, Enrolment
Management, academic units, and other leaders and faculty within the university to support and advance the goals of colleagues and departments and to serve the students' needs.

RESPONSIBILITIES:
**A. Registration / Client Services (40%)**
- Ensure accuracy of course codes, pre-requisites, condition of admissions (this process has a direct impact on Registration counts for the Ministry), the correctness of class lists, and enrolment caps.
- Ensure the accuracy and security of student academic records as part of the registration process using standard records management practices.
- Provide high-quality service to campus constituencies by producing timely and accurate reports, transcripts, verification of student enrolments/degrees, data reports, and other student information while enforcing academic policies and procedures.
- Process registrations and withdrawals to ensure the integrity of the student’s academic record.
- Prepare degree audits.
- Work closely with Student Accounts to ensure compliance with the fee payment, refund, and credits policies.
- Assist the University Registrar with the course database system and implementing curricular changes.
- Resolve student registration problems.
- Create and coordinate the annual Student Academic Advising campaign.

**B. Records & Scheduling (30%)**
- Provide data to the University Registrar, including statistical information on registration and enrolment, both current and historical.
- Responsible for Student Information System maintenance, including academic records, course schedules, examination schedules, and course masters.
- Administer transcript requests for students.
- Distribute course timetables, and book rooms for academic and non-academic timetables, exams, and events.
- Responsible for external facility room bookings.
- Provide efficient, high-quality service to complete requests for academic records and information to students, staff, and faculty.
- Process student verification of enrolment and graduation status.
- Provide support to the University Registrar in the development of annual course and examination schedules.
- Ensure accuracy in updating student Ontario Education Numbers for Ministry reporting on the Ministry of Education portal.

**C. Articulations / Admissions (20%)**
- Responsible for following up with college/university transfer applicants during the post-offer phase with regard to admission conditions, refusals, etc. ∙ Responsible for accurate assessment of transfer credits for incoming students from both college

and university.
- May be required to provide academic advising for non-traditional learners including college, mature, and university transfer students.

**D. Other Duties (10%)**
- Proctor examinations, both internal and external, upon request of the University
Registrar.
- Assist with the scheduling of external examinations.
- Support the University Registrar with Convocation (ensures accuracy of degree programs, prepares registration materials required for the day of convocation, updates student information system once degrees and awards are conferred, etc.).
- Assist the University Registrar during Senate meetings in capturing the accurate and comprehensive minutes of meetings.
- Schedule meetings and appointments for the University Registrar.
- Support the University Registrar in other related duties to support the operational functions of the Office of the Registrar.
- Other duties, as assigned.

WORKING CONDITIONS:
**Physical Effort ** _Minimal_
Work activities involve alternating positions of light physical activities

**Physical Environment ** _Minimal Physical_
Minimal exposure to unpleasant/disagreeable conditions

**Sensory Attention ** _Moderate_
High level of attention to detail required to ensure accuracy/integrity of academic records, while positioned in a front-line environment

**Mental Stress ** _Moderate_
Work activities are performed with occasional ex

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