*This is a term position from March 2023 – September 15, 2023*

Responsibilities:

• Logs transcript requests as they are received in a shared excel spreadsheet.
• Updates personal information from the transcript request form.
• Checks for Holds and notifying students to clear them prior to production.
• Processes payments for requests received by mail and fax.
• Responsible for following the student’s instruction regarding the dissemination of the request, updating the log and recording the date the transcript(s) were prepared in Colleague.
• Alphabetizes the completed requests and filing them in the monthly binders.
• Contact person for all Examination invigilation services for external institutions at UW and UW students writing exams at other institutions for on-line delivery type courses.
• Coordinates all functions for this service delivery (organize the scheduling of examinations, reading instructions, proctoring for students, returning exams, depositing monies).
• Networks, builds and partners with institutions or individuals to service needs for proctored exams – local, national or international. Registered Invigilator with Athabasca and Thompson Rivers universities.
• Drafts correspondence and forms related to setup of exam invigilation in off-site locations and remains the primary contact.
• Initiates exam invigilation via e-mail and works diligently following procedural guidelines to collaborate on finding acceptable and approved invigilators.
• Assists with the prepping of non-current files from hard copy, microfiche, and microfilm to be scanned.
• Assists with locating non-current records/files that are housed on microfilm, microfiche and Laserfiche.
• Assists with data clean up as a result of the conversion from the old Student Information System.
• Enters and updates Academic Programs (majors and degrees) from the Major Declaration forms.
• Generates, saves and logs Student Evaluation of Teaching reports for dissemination at the end of each term.
• Updates Records forms as required for hard-copy dissemination and web-site posting
• Supports the registration process as required in high volume periods.
• Assists with evening exam pick up.
• Assists the Convocation Officer with the mailing of graduation packages to the graduands.
• Answers the general transcript phone and email inquires.

Qualifications:

• High school graduation.
• 2 years of directly related post-secondary experience, university preferred.
• Effective oral and written communication skills.
• Understanding of university structures and operations.
• Able to work in an environment of constant interruption.
• Ability to complete work with accuracy, attention to detail and in a timely manner.
• Must have the patience to work on very detail orientated data entry projects with accuracy.
• Good organizational skills.
• Must be able to take direction and be flexible.
• Demonstrated ability to work independently as well as participate effectively as a member of a team.
• Good interpersonal skills/ability to establish collaborative relationships.
• Ability to treat personal information in a confidential manner.
• Good working knowledge of computers using Windows, MS Word and Excel.
• Must be willing to learn the computer applications required by the Records area.
• Must possess keyboarding skills including data entry experience.
• Student Information System (i.e. Colleague) software knowledge would be considered an asset.

An equivalent combination of education, experience, skills, knowledge and abilities may be considered.

Condition(s) of Employment:

• Must be legally entitled to work in Canada.
• Must be willing and able to work overtime when required.

Note: The work described in this posting will be conducted in-person.

The University of Winnipeg has a Mandatory COVID-19 Vaccination Policy that requires all those coming to designated indoor campus spaces to provide proof they are fully vaccinated. The Policy was suspended effective May 2, 2022. However, prospective employees should know that the Policy may be reinstated in the future based on changing public health circumstances.

The University of Winnipeg is committed to equity, diversity and inclusion and recognizes that a diverse staff and faculty benefits and enriches the work, learning and research environments, and is essential to academic and institutional excellence. We welcome applications from all qualified individuals and encourage women, racialized persons, Indigenous persons, persons with disabilities, and 2SLGBTQ+ persons to confidentially self-identify at time of application.

The University of Winnipeg is committed to ensuring employment opportunities are accessible for all applicants. If you require accommodation supports during the recruitment process, please contact human_resources@uwinnipeg.ca.

The personal information of applicants is collected under the authority of the University of Winnipeg Act and 36(1)(b) of the Freedom of Information and Protection of Privacy Act. All personal information collected via the recruitment process is used to assess the applicant’s suitability, eligibility, and qualifications for employment, and to otherwise support recruitment activities. This information will be provided to participating members of the recruitment process. Questions regarding the collection of your personal information may be directed to the Director, HR Services, 515 Portage Avenue, Winnipeg, MB, R3B 2E9 or 204.786.9066.