Records Coordinator – Waterloo

  • Company:
    University of Waterloo
  • Location:
  • Salary:
    negotiable / monthly
  • Job type:
    Full-Time
  • Posted:
    14 hours ago
  • Category:
    Admin / Office

This career path position holds increasing levels of responsibility for the delivery of all functional activities related to student records processes. The incumbent is maintains student records and the various procedures employed to track and assist students during their academic careers from the application stage through to graduation while demonstrating increasing ability to problem solve and lead. Responsibility ranges from entry level records maintenance to a leadership role, leading process and procedural projects and providing the day to day leadership required to ensure all activities are maintained, while resolving more complex problems. This competency continuum translates to all of the detailed accountabilities noted below.The Records Coordinator (RC) maintains accurate undergraduate student records, and the various procedures used to track and assist students during their academic careers. This requires both Faculty specific and systems specific knowledge, especially when dealing with the many cases that deviated from the norm. The RC provides written and oral information regarding policies and procedures of the university to students and departmental staff and faculty as it relates to student records.There are 2 positions available.Record KeepingMaintains student records and the various procedures employed to track and assist students during their academic careers from the application stage through to graduation, within the Student Information System (PeopleSoft)Maintains student registration, including, but not limited to: add/drop activity, block enrolment, service indicators, term activation, unit loadMaintains accurate student academic records, which includeTransfer credit coding, exchange coding, letters of permissionBulk grade assignment and grade revisionsCoding/verifying academic standings, honours and awards and transcript text informationProgram/Plan changesStudent citizenship status, name changesStudent’s tuition calculationAcademic progression (AP) processingMaintain substitution spreadsheet, applying repeated course coding.Will be assigned projects or accountable for specialized codingCommunication & Stakeholder FocusThe incumbent will respond to inquiries from students, UWaterloo Staff and Faculty Undergraduate AdvisorsThe incumbent will provide additional support to the Customer Service Team that is the student’s first line of contact when visiting the Registrar’s Office. S/he will be expected to answer inquiries and deal with applicant directly to explain policies and proceduresDocument Management System (DMS)Accurately match all documents receivedIndex (paper and e-batches) to student’s fileIdentify discrepancies and communicate these to the Systems teamReportingRun standard queries to gather data from the Student Information System (PeopleSoft) to identify the various stages of completion of records activitiesRequired to have a thorough knowledge of business processes and practices to accurately identify discrepanciesPortfolio responsibilities can includeFaculty PetitionsReceives, reviews and prepares petitions for consideration by Faculty Petitions CommitteeTracks petition decisions using the ACCESS system and communicates all decisions by letter, email or verbally to studentsPetition cases typically present records scenarios that must be interpreted properly by the incumbent so that the academic record can be updated accuratelyConvocationResponsible for coding Intention to Graduate data in the Student Information System (PeopleSoft) as received. This activity supports the generation of bulk Academic Advisement (AA) Reports by the incumbent for submission to Faculty Advisors who use the reports to determine whether degree requirements have been satisfiedCreates recommendation forms to be used by faculty advisors and directly interacts with the advisor to rectify any student record issues before final degree status decisions. Alternatively, convocation spreadsheets have been adopted by some faculties to fulfill this same purposeChecks changes to Academic Programs to ensure these are accurately coded and so that the correct degree will be assigned and displayed on the diplomaInteracts directly with students to discuss details pertaining to a student’s convocation intentionsResponsible for assembling diploma packages, participating in the Convocation ceremony as well mailing diplomas to students who were unable to attend the ceremonyCollege diploma and/or Undergraduate degree and/or equivalent work experienceProgressive experience with proven track record of success in student records of success in maintaining electronic people recordsPrevious experience in a customer service position dealing with students and/or educational organizations is essentialExcellent data entry skills and proven aptitude for attention to detail and accuracy is requiredExcellent human relations / inter personal, organizational, problem solving and communication (oral and written) skills requiredDemonstrating ability to handle confidential information with discretionDemonstrated ability to maintain multiple tasks involving shifting deadlines and prioritiesProven ability to work independently and as a team member in a busy deadline oriented and varied environment with changing prioritiesKnowledge of University policies and procedures relating to student records preferredExperience with Microsoft WordExperience with Microsoft ExcelBasic experience with Microsoft PowerPointExperience with Microsoft Access is an assetExperience using online Student Information Systems and DMS is an assetOn occasion some evening/weekend work required