Assistant, Gabegendaadowin Job at Algoma University
Algoma University Sault Ste. Marie, ON
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
of class lists, and enrolment caps.
- Ensure the accuracy and security of student academic records as part of the
- Provide high-quality service to campus constituencies by producing timely and
and other student information while enforcing academic policies and procedures.
- Process registrations and withdrawals to ensure the integrity of the student’s
- Prepare degree audits.
- Work closely with Student Accounts to ensure compliance with the fee payment,
- Assist the University Registrar with the course database system and implementing
- Resolve student registration problems.
- Prepare academic forms for students, including reading course requests and letters
- Create and coordinate the annual Student Academic Advising campaign.
B. Records & Scheduling (30%)
- Provide data to the University Registrar, including statistical information on
- Responsible for Student Information System maintenance, including academic
- Administer transcript requests for students.
- Distribute course timetables, and book rooms for academic and non-academic
- Responsible for external facility room bookings.
- Provide efficient, high-quality service to complete requests for academic records
- Process student verification of enrolment and graduation status.
- Provide support to the University Registrar in the development of annual course
- Ensure accuracy in updating student Ontario Education Numbers for Ministry
reporting on the Ministry of Education portal.
C. Articulations / Admissions (20%)
- Assess and evaluate college transfer and university transfer applications to
- Responsible for following up with college/university transfer applicants during the
for accurate assessment of transfer credits for incoming students from both college
- 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
- 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
- Schedule meetings and appointments for the University Registrar.
- Support the University Registrar in other related duties to support the operational
- 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 exposure
to one or more mental pressures, but the stress would
not be noticeably disruptive to the work, nor result in
unpleasant reaction (e.g. normal deadlines, client
interactions, repetitive work, etc.)
MINIMUM QUALIFICATIONS
- Undergraduate degree in any field, or an equivalent combination of education and
- Experience with post-secondary registration is considered an asset.
- Knowledge of the academic regulations and policies of the University, including
- Required Skills:
- Excellent customer service skills.
- Excellent interpersonal and communication skills both written and verbal with
the ability to represent the university professionally in interactions with key
internal members and/or external communities.
- Excellent attention to detail with a high degree of accuracy.
- Excellent skills in reviewing and interpreting curriculum objectives.
- Ability to work both in a team environment and independently.
- Understanding of and ability to uphold strict confidential regulations as per
- Excellent administrative and organizational skills with the demonstrated ability
- Hard-working, strong work ethic, and ability to work under pressure and
- Solid understanding of technology for collaboration and strong computer skills,
including Microsoft applications, G-suite, and photo editing software such as
the Adobe Suite.
- Multi-lingual is considered an asset.
- Sensitive to cultural differences and able to work effectively with people of
- Innovative problem-solver.
- Commitment to understanding Algoma University’s Special Mission and the Seven
- Vulnerable Sector Check is required.
Salary Scale: $57,557 to $71,946 annually
Please submit a resume and cover letter (combined PDF) to
people.culture@algomau.ca no later than 4:00 p.m. on on Friday, May 26, 2023.
Algoma University is strongly committed to fostering diversity and inclusivity within our
community and is an equal opportunity employer. The university invites and encourages
applications from all qualified individuals who would contribute to the further diversification of
our Institution, including equity-seeking groups that are traditionally underrepresented in
employment (Indigenous peoples, racialized persons, women, persons with disabilities, and
2SLGBTQQIPA+ persons).
In accordance with the Accessibility for Ontarians with Disabilities Act, 2005, upon request,
accommodation will be provided by Algoma University throughout the recruitment, selection,
and/or assessment process to applicants with disabilities.
This position is open to all qualified applicants, although preference will be given to Canadian
citizens, permanent residents, and those qualified to work in Canada.
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