Processing Clerk

3 weeks ago

North Bay, Canada Nipissing University Full time

**ipissing University**
**JOB DESCRIPTION**

**POSITION TITLE**:Processing Clerk

**DEPARTMENT**:Office of the Registrar

**CLASSIFICATION**:Clerk B

**WAGE GRADE**:WG 30

**EMPLOYMENT DEFINITION (STATUS)**:Full-Time Support

**SUPERVISOR**:Associate Registrar, Admissions

**SUMMARY OF FUNCTIONS**:
**DUTIES & RESPONSIBILITIES**:
**Application and Admission Support (35%)**
- Receive, organize and maintain waiting list forms
- Coordinate the process to update all acknowledgement and offer documents with the Admissions and Enrollment Services Coordinators and Admission Coordinators
- Compile and mail acknowledgement packages
- Assist with coordinating, compiling and mailing admission decision to all prospective and current students
- Determine necessity for and create student files for applicants who have accepted and registered for classes

**Reception and General Office Support (30%)**
- Perform reception duties as the first in-person point of contact for visitors and students to the University
- Maintain a comprehensive knowledge of institutional and departmental information in order to better serve the student and faculty community including academic calendar information, admission/registration information, university activities and employee directory
- Gather and send Academic Advising all required documents for second degree processing
- Coordinate the placement of Office of the Registrar messaging on the campus monitors and social media
- Assist other Office of the Registrar staff with data entry - enter admissions and applicant information, registration information, waitlist information, second degree plans, course completion data, etc. into Ellucian Colleague
- Coordinate the official student name change process including updating electronic and paper files
- Retrieve and process departmental mail
- Maintain office inventory (e.g. printed materials, office supplies, etc.) and appropriately stored.
- Monitor institutional website for missing or inaccurate registrarial related information and notify relevant areas as necessary
- Guide student staff accordingly to ensure completion of tasks

**Communication of Information (20%)**
- Evaluate students, with support from the Pathway Development Coordinator, by way of degree audit and provide subsequent letters to various institutions (e.g. QECO, CPA Ontario) with respect to extra credits attained, degree conferral, transfer credits, education verification, proof of enrollment, etc.
- Consult with the Finance Office to verify receipt of funds for all documentation requests
- Ensure compliance of rules related to access and release of confidential data in accordance with University policy and privacy legislation

**Transcripts (15%)**
- Process incoming and outgoing EDI transcripts
- Serve as primary contact and information source for all issues relating to transcript requests
- Provide appropriate advice and assistance when required
- Produce and send official Nipissing University transcripts to students and third party organizations
- Ensure the secure storage and use of official transcript paper

**Any other duties as assigned**

**QUALIFICATIONS**:
**Education**: Two-year office administration diploma from a recognized college
- Training and/or experience may be substituted for formal academic training at the discretion of the University_

**Training, Experience, Knowledge & Skills Required**:

- One to two years of relevant work experience, preferably at the postsecondary level
- Experience dealing with multiple and conflicting deadlines, distractions and interruptions
- Experience using a variety of computer software packages and administrative practices/procedures
- Experience with Ellucian Colleague, Entrinsik Informer and Microsoft Teams considered an asset
- Knowledge of university system, academic regulations and procedures
- Knowledge of Nipissing University services, programs and course offerings
- High level of tact and diplomacy
- Awareness and sensitivity to student cultural differences and special needs
- Keen attention to detail and ability to recognize errors and inconsistencies
- Excellent communication (oral and written), interpersonal, customer service, multi-tasking, time management and problem solving skills
- Ability to adapt to a changing environment
- Ability to maintain confidentiality

**RELATIONSHIPS/CONTACTS**:
**Supervised by**: Associate Registrar, Admissions

**Internal Contacts**: Faculty, students and staff

**External Contacts**:

- Prospective students, applicants, former students and parents
- General public
- Guidance Counsellors
- Other colleges and universities
- Various external agencies

**MATERIALS UTILIZED**:

- Academic calendar and other Nipissing University publications
- Various databases
- General office equipment

**PHYSICAL / MENTAL DEMANDS AND WORKING CONDITIONS**:

- Visual and mental concentration
- Light to moderate physical demands; sitting, standing, walking, some lifting/packing/unpacking supplies fo

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