Student Records Administrator

Competition 2122

This competition is restricted to internal applicants of the University of Alberta. Please log in to verify your internal candidate status.

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

This position offers a comprehensive benefits package.

Location - This role is hybrid with a mix of remote and in-person. 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 Enrolment Services

Enrolment Services is responsible for the management, planning, organizing and directing of all aspects of student records and registration, class scheduling and timetabling, tuition and fees, issuing official transcripts, as well as upholding the integrity of each individual's identity through the proper vetting and storage of documents submitted to the institution in support of undergraduate, graduate or continuing education applications. This unit handles special registrations and holds faculty level responsibilities for the Faculty of Open Studies. They manage the Academic Schedule and the official course record, as well as coordinate the final exam schedule.

Enrolment Services works with Facilities and Operations to manage centrally controlled classrooms, assign space and supports space optimization and utilization for classrooms. This unit also ensures that all approved tuition and fees are accurately reflected on the student fee assessment and troubleshoots issues as they arise. Enrolment Services serves all undergraduate and continuing education students, and does some work for graduate studies.

Position

The Student Records Administrators (SRAs) play a crucial role within the Enrolment Services team, ensuring the accurate and timely delivery of student record-related services. The SRAs are responsible for the maintenance and electronic location of all incoming student-related documents requiring ascertaining a 100% match of documents to student records in order to ensure the integrity of the institution’s standard on identity management.

This position has evolved from paper-based to electronic, adding a significant amount of complexity to the position with the majority of documents received and sent are now processed electronically. Implementation of a more robust electronic record administration approach has resulted in numerous new applications for students, graduates and 3rd parties to submit their requests. SRAs are now required to monitor numerous avenues of requests and respond to them all in a timely manner. This requires a high level of comfort working with large online databases.

This position requires meticulous attention to detail, technical proficiency, and a commitment to maintaining the integrity and confidentiality of student records. The SRAs work as a team to prioritize work daily and independently to process each request. They support one another as necessary to ensure all work is flowing as smoothly as possible.

Duties

• Performs first point analysis of documents received in the office by mail/fax/FreshService/Jira/Dropbox/Student Success Centre.
• Prepares student documents for scanning and digitizes the documents by adding metadata for the purpose of classification and filing.
• Prints and mails transcripts (Undergraduate, Graduate, Continuing Education) having identified the correct components required for each official transcript.
• Participates in quality assurance (QA) processes.
• Responds to student queries directly through ticketing application.
• Completes 3rd party forms as required ensuring adherence to Freedom of Information and Protection of Privacy (FOIP) by ascertaining appropriate releases have been received and appropriately signed.

Minimum Qualifications

• Post Secondary Diploma in Records Management or related field.
• Minimum 2 years of related experience in a large organization, preferably post-secondary.
• Equivalent combinations of education and experience may be considered.

Preferred Qualifications

• Experience with a student information system (PeopleSoft preferred).
• Previous scanning and metadata tagging experience in Alfresco (EDRMS) with graduate records preferred.
• Intermediate knowledge in Microsoft Office Suite (Excel, Word) and Google Workspace.
• Strong communication skills.
• Demonstrated attention to detail and high levels of accuracy.