Academic Systems Specialist

_**Job Title: Academic Systems Specialist**_- **Position Status**:_Permanent, Full-time (35 hours/week)
OSSTF_
- **Department**:_Office of the Registrar (OR)_
- **Supervision Received**:_University Registrar_
- **Location**:_Sault Ste. Marie or Brampton, ON_

**PRIMARY FUNCTIONS**:
A. Systems Coordination 40%
B. Scheduling / Registration 30%
C. Reporting 20%
D. Other Duties 10%
**TOTAL 100%**

The Academic Systems Specialist serves as a key leader in the Office of the Registrar (OR), with direct responsibility for technology, data reporting, and operations. Responsibilities include, but are not limited to, maintenance and integration of the Student Information System (SIS), writing functional reports, examination and course scheduling, data mining, data integrity resolution, and collaborating with other administrative units such as Student Recruitment, Innovation and Technology, and the Financial Aid Office. The Academic Systems Specialist participates in the planning and implementation of innovative and technical solutions to further service the mission of the Office of Registrar, as well as the Algoma University community. The position works collaboratively with the Department of Innovation and Technology in the maintenance and enhancement of the student records system and performs a variety of duties to support and automate the operations of the OR. The Academic Systems Specialist also acts as a member of the Office of the Registrar team to support events, activities, and initiatives assigned by the University Registrar.

**RESPONSIBILITIES**:
**Systems Coordination (40%)**
- Ensure effective functioning and maintenance of the Student Information System and related solutions.
- Understand the academic rules and systems logic to ensure the alignment of systems to academic regulations and processes.
- Implement and interpret academic policies within the Student Information System.
- Troubleshoot system programs, conducting appropriate research and coordinating solutions with the Office of Innovation and Technology.
- Support the Registrar-related aspects of, and create processes within, the Student Information System to manage workflow and system efficiency.
- Responsible for all system set-up related to registration including registration rules, configuration setting, section-specific control, etc.
- Acts as the primary liaison between the Office of the Registrar and the Department of Innovation and Technology.

**Scheduling and Registration (30%)**
- Produce and maintain course and examination scheduling including the resolution of course/schedule registration-related issues, conflicts, and constraints.
- Configure and maintain the web administration environment for the Infosilem solution, including campus, exam, and timetabling.
- Maintain term set-up in the Student Information System.
- Plan the short and long-term development and growth of scheduling and registration services to support department needs.
- Define the long-term strategic plan for scheduling and registration in conjunction with the university’s goals and operational plan.
- Provide ongoing and future recommendations and evaluations of major SIS and registration issues.
- Identify, plan, and perform cost-benefit analyses, and recommend solutions to business challenges.
- Maintain internal relationships and expectations of service and quality control.

**Reporting (20%)**
- Plan, implement, maintain, and provide reporting services and support for the following business systems:

- Recruitment
- Admissions
- Registration
- Student Accounts
- Financial Aid
- Senate committees, academic units
- Alumni
- External:

- Ministry of Colleges and Universities
- National Survey of Student Engagement (NSSE)
- Consortium for Student Retention Data Exchange (CSRDE)
- Graduate survey
- Compliance reporting
- Others, as required
- Integrate internally developed systems with core SaaS systems.
- Actively involve end-users in the development process.
- Provide hands-on training sessions, technical support, and written documentation to end users.
- Partner with senior department staff, development teams, and other key members of the University community, to provide analytical services.
- Develop technical requirements from business requirements.
- Break requirements down to workable sizes and user stories.
- Provide day-to-day guidance to team members for business/project initiatives.
- Lead process improvement initiatives.
- Interface with directors/managers to provide consultative services related to key initiatives.
- Analyze reports as they pertain to the Office of the Registrar, including but not limited to, admissions, registration, data integrity, curriculum-related databases, etc.
- Prepare and maintain regular data reports to be made available to the University community.

**Other Duties (10%)**
- Consult with end users to find systematic solutions to their problems.
- Train and advise end users with respect to new features and functionality wit