Admissions and Records Coordinator

Competition 1742

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

This position offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.

Location - Work primarily takes place at North Campus, Edmonton

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 First Peoples 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 Engineering Student Services

The Faculty of Engineering at the University of Alberta offers a wide range of undergraduate and graduate engineering programs, creating the opportunity to pursue exceptional, high-quality educational experiences.

Our vision is to be the most daring engineering community on the planet. We are engineers united by our unwavering dedication to solving the world’s greatest challenges and building a better future for society. We are: Driven. Trailblazing. Curious. Supportive. Grounded. Considerate.

Within Student Services we impact the Faculty of Engineering’s resources through an innovative and efficient “students first” model that fosters a network of highly engaged students, staff, alumni, and other stakeholders while supporting the Faculty’s reputation for excellence. Engineering Student Services is poised for the future and preparing for growth!

We serve engineering students by creating a clear path that supports them throughout their academic programs and enables them to complete their programs on time, overcome barriers to success, and enjoy a positive educational experience.

Position 

Reporting to the Manager, Student Services, the Records Coordinator coordinates multiple functions within Student Services including admissions, records, queries & reporting, academic standing, registration, and convocation. Additionally, this position will provide reception coverage, and other administrative tasks as required.

Duties 

Admissions – 25%

• Creates an admission record for each new post-secondary applicant to the Faculty of Engineering
• First point of contact to applicant if there are missing application components (“checklist items”)
• Compiles and reviews all applications and documents for admission
• Liaises with the Office of the Registrar for all application matters
• Manages “exception” applications – Special Student, Visiting, Exchange, etc
• Compiles and prepares all internal applicants in current disciplines for transfer or readmission for evaluation
• Assists the Manager with the Branch Admission process of Qualifying Year Engineering students (both internal, and ACAT agreement).
• Assists Undergraduate Advisors with the implementation of Minors within the Faculty of Engineering
• Maintains the Program Selection Form database

Registration (including block, and other first year course cohort registration) – 35%

• Assign and assist with registration (includes regularly running reports in Campus
• Solutions to find new students to register)
• Follow up with students who have dropped registration, or are denied final Admission
• Coordinate with the Manager, Student Services to review student appeals regarding their registration
• Provide support to the Scheduling Coordinator in CNAS – Office of Education
• Assists Student Advisors and Scheduling Coordinator with other registration data entry

Records – 25%

• Maintains all Faculty of Engineering student records (past and present) in the EDRMS / Alfresco
• Update units and enrolment limits in specific courses and programs throughout the year.
• Organizes records for all Faculty of Engineering students after each academic session
• Assists Student Advisors with data entry in PeopleSoft
• Assists with academic standing communications and correspondence
• Communicates with the RO regarding successful appeals (specifically around Qualifying Year students, but may include other processes)
• Compiles and prepares all applications for Convocation review (retrieving files, downloading transcripts, preparing program and grad check form for the Student Advisor)
• Data entry for required documents that are presented at EFC (Engineering Faculty Council)

Provides reception coverage and administrative support during peak times – 10%

• First point of contact for all students and visitors
• Responds to in-person and email, inquiries
• Distributes Engineering calculator stickers to students
• Provides backup support to the Manager and Advisors
• Performs other office duties as required

Communications – 5%

• Maintains mass communications for Engineering students sent by the Student Services Office (e.g. reminders, deadlines, September welcome, discipline program sheets, etc)
• Drafts correspondence and various letters for signature, and/or email distribution

Minimum Qualifications

• Completion of post-secondary education is preferred, equivalent combination of education and experience will be considered; minimum – relevant diploma in Business Administration or similar
• Minimum 3 years of administrative experience in a post-secondary environment
• Demonstrated experience in Records Management in a student facing role
• Advanced skills in Excel, and proficiency in other MS Office applications; strong keyboarding skills

Preferred Qualifications

• Experience using Campus Solutions and Slate
• Demonstrated attention to detail and high levels of accuracy
• Ability to work independently with minimal supervision
• Creativity and ability to think outside the box to resolve problems
• Demonstrated ability to work collaboratively in a team environment while managing competing priorities
• Excellent organizational and communication skills
• Strong commitment to professionalism
• High tolerance for ambiguity; adaptable to a changing environment