Records Coordinator, Student Services

Competition 1235

This competition is open to all applicants however; internal candidates and applicants who were former employees of the University of Alberta in the past 18 months will be given priority consideration before external candidates. Please log in to verify your internal candidate status.

This position is a part of the Non-Academic Staff Association (NASA). 

This position has an end date of July 31, 2025, with the possibility of an extension.

Location - Work takes place at North Campus Edmonton. This role is in-person and is required to be on campus 5 days a week.

The hours per week will be Monday - Friday from 10:00 am - 3:00 pm with some flexibility in the range of hours.

Working at the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all FirstPeoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people — from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

Working for the Faculty of Pharmacy and Pharmaceutical Sciences

Our mission 

Excellence and innovation in pharmacy education and research through learning, discovery and citizenship.

Our vision

To provide pharmacy and graduate education designed to meet societal needs for safe and effective use of medications and to cultivate research and pharmacy practice 

Our values

Partnerships, collaboration, teamwork, professionalism, ethical behaviour, diversity, respect, compassion, and communication 

Position 

Reporting to the Team Lead, Student Services, the Records Coordinator coordinates multiple administrative functions within Student Services including admissions, records, queries & reporting, academic standing, and convocation. 

The position contributes to the overall effective operation of the student services office and interacts in a manner that positively contributes to the cooperative and dynamic atmosphere in alignment with the Faculty’s vision, mission, and values. This position is responsible for greeting students and visitors. 

Duties 

• Provides reception services and administrative support by acting as a first point of contact for all students and visitors and responding to in-person and email inquiries
• Creates an admission record for each new PharmD applicant to the Faculty of Pharmacy and Pharmaceutical Sciences
• First point of contact for an applicant if there are missing application components
• Maintains all Faculty of Pharmacy and Pharmaceutical Sciences PharmD student records (past and present) in the EDRMS/Alfresco
• Assists with logistics and event coordination for special events including: Faculty Orientation, Open House, White Coat Ceremony, Career Fair Recruitment Events (faculty and institutional) etc.
• Assists with mass communications for Pharmacy students sent by the Student Services Office (e.g. newsletters, reminders, deadlines, September welcome, information regarding PEBCs, etc.)

Minimum Qualifications

• Relevant diploma in Business Administration or similar
• Minimum 3 years of administrative experience in a post-secondary environment

Preferred Qualifications 

• Completion of postsecondary education is preferred, equivalent combination of education and experience will be considered
• Superior customer service orientation, interpersonal skills, tact, initiative, and a positive attitude
• Demonstrated experience in Records Management
• Advanced skills in Excel, and proficiency in other MS Office applications; strong keyboarding skills
• Advanced skills in GoogleSuite
• Experience using Campus Solutions and Slate
• Ability to multitask, prioritize and perform tasks accurately with exceptional attention to detail and minimal supervision
• Creativity and ability to think outside the box to resolve problems
• Demonstrated a strong desire to work in a team-based environment to meet team goals and to maintain a collaborative, efficient team dynamic, contributing to a positive team culture; including the ability to work with little direct supervision
• Excellent organizational and communication skills
• Ability to manage and prioritize large volumes of work and execute in the face of strict deadlines
• Strong commitment to professionalism
• High tolerance for ambiguity; adaptable to a changing environment
• Understanding of the University of Alberta policies and procedures 

Kindly submit both your resume and cover letter in one PDF file. Applications received without a cover letter and resume will not be considered.