Student Records

**Schedule**
Monday - Friday 8:30 a.m. - 4:30 p.m.

**Education Level**
2 year Community College diploma in Business Administration, Accounting or related field.

**Career Level**
Requires 4 years of relevant experience

**Unit/Project Description**:
McMaster University Continuing Education is a leader in continuing education through accessible programs and superior learning experiences for individual professionals and companies. With over 4,000 students, McMaster Continuing Education offers over 300 courses, to meet the needs of Canadians locally and around the world.

The Student Records & Accounts Specialist is responsible for ensuring the accuracy and confidentiality of MCE student records within PeopleSoft - Campus Solutions. Complete the daily operation of MCE student record processes, including enrolment and drops. The position is also responsible for investigating and resolving MCE student record inquiries and registration issues. Responsible for inputting scheduling and schedule changes for all MCE courses. Works closely with MCE’s Information Specialists and Accounting Assistant.

**Job Summary**:
Responsible for ensuring CCE student records and accounts are accurate, no duplicate student profiles are created, and corporate contracts are set up and maintained effectively. The position is also responsible for investigating and resolving CCE student account inquiries and registration and payment issues.

**Purpose and Key Functions**:

- Monitor and investigate system search/match errors within established timeframes.
- Follow up with potential duplicate students to ensure accuracy of personal information provided.
- Trouble-shoot calls from students and clients having difficulty registering.
- Investigate and resolve issues by tracing transactions through various systems and submitting claims for resolution.
- Test solutions in production test environment.
- Ensure hard copy registrations are processed accurately and in a timely manner.
- Enrol students being accepted on an exception basis by overriding deadline dates, class size, etc.
- Perform tuition calculations to ensure course fees are applied to student’ accounts.
- Create third party and corporate contracts in system.
- Maintain corporate contracts for Tuition Assistance and HR funded programs for employees.
- Handle inquiries from employees and resolve issues regarding HR corporate contracts.
- Remove terminated employees from Tuition Assistance and HR funded program contracts.
- Generate and review reports for corporate training and invoice clients
- Review student accounts for validity of records, fees, payments and other charges.
- Advise applicable departments of discrepancies and ensure correction action is performed in a timely manner.
- Ensure refunds owing to students are legitimate and credit card refunds are accurately processed.
- Ensure exceptions to refund policies are documented and processed in a timely manner.
- Handle challenging situations involving individuals who may be rude or upset.
- Set up term schedule for all courses offered through CCE, by entering Course sections, start/end dates, Instructors, meeting day and times, classrooms, charge items types for Tuition and Supplementary Fees, fee amounts, dynamic dates, enrollment capacity, course specific notes.
- Publish schedules and course information in applicable systems and websites.
- Ensure instructor, instruction mode, course attributes, enrollment capacity and fees are specified in system.
- Modify course start/end dates and enrolment numbers in system as required.
- Run validation queries after scheduling data entry is complete and compare files generated for schedule, fees & dynamic dates.
- Maintain and safeguard confidential student and employee information.
- Create and write job related processes and procedures and collaborate with others to define and document business processes and workflow.
- Provide backup support for Business Analyst and Accounting Assistant by performing critical functions of jobs during vacations and absences of incumbents positions

**Supervision**:

- No formal supervision of others is required
- Occasionally provides orientation and shows procedures to others

**Requirements**:

- 2 year Community College diploma in Business Administration, Accounting or related field
- Requires 4 years of relevant experience

**Assets**:
Strong attention to detail

Excellent analytical and problem solving skills

Exceptional organizational and time management skills

Strong verbal and written communication skills

Experience using PeopleSoft - Campus Solutions is an asset

Experience using ERP systems such as PeopleSoft is an asset

**Additional Information**:
Overtime may be required during high volume periods throughout the year.

**How To Apply**

**Employment Equity Statement**

McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the “Dish With One