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 process has a direct impact on Registration counts for the Ministry), the correctness of class lists, and enrolment caps.

● Ensure the accuracy and security of student academic records as part of the registration process using standard records management practices.

● Provide high-quality service to campus constituencies by producing timely and accurate reports, transcripts, verification of student enrolments/degrees, data reports, and other student information while enforcing academic policies and procedures.

● Process registrations and withdrawals to ensure the integrity of the student’s academic record.

● Prepare degree audits.
● Work closely with Student Accounts to ensure compliance with the fee payment, refund, and credits policies.
● Assist the University Registrar with the course database system and implementing curricular changes.
● Resolve student registration problems.
● Prepare academic forms for students, including reading course requests and letters of permission, graduation applications, transcripts, etc.
● Create and coordinate the annual Student Academic Advising campaign.

B. Records & Scheduling (30%)

● Provide data to the University Registrar, including statistical information on registration and enrolment, both current and historical.

● Responsible for Student Information System maintenance, including academic records, course schedules, examination schedules, and course masters.

● Administer transcript requests for students.
● Distribute course timetables, and book rooms for academic and non-academic timetables, exams, and events.
● Responsible for external facility room bookings.
● Provide efficient, high-quality service to complete requests for academic records and information to students, staff, and faculty.
● Process student verification of enrolment and graduation status.
● Provide support to the University Registrar in the development of annual course and examination schedules.
● 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 determine the eligibility for admission to the university.

● Responsible for following up with college/university transfer applicants during the post-offer phase with regard to admission conditions, refusals, etc. ∙ Responsible for accurate assessment of transfer credits for incoming students from both college

and university.
● 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
Registrar.

● 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 comprehensive minutes of meetings.

● Schedule meetings and appointments for the University Registrar.
● Support the University Registrar in other related duties to support the operational functions of the Office of the Registrar.
● 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, is required.

● Experience with post-secondary registration is considered an asset.
● Knowledge of the academic regulations and policies of the University, including curriculum and degree requirements.
● 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 university policy.
• Excellent administrative and organizational skills with the demonstrated ability to take initiative and prioritize work in a high-volume office.
• Hard-working, strong work ethic, and ability to work under pressure and multitask in a dynamic environment.
• 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 diverse backgrounds, styles, and abilities.
• Innovative problem-solver.

● Commitment to understanding Algoma University’s Special Mission and the Seven
Grandfather Teachings.

● Vulnerable Sector Check is required.

Salary Scale: $57,557 to $71,946 annually

Please submit a resume and cover letter (combined PDF) to People and Culture 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.

Job Types: Full-time, Fixed term contract
Contract length: 12 months

Salary: $57,557.00-$71,946.00 per year

Benefits:

• Dental care
• Extended health care
• Life insurance
• On-site parking
• RRSP match
• Tuition reimbursement

Schedule:

• Monday to Friday

Work Location: In person

Application deadline: 2023-05-26

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