Identity Management Coordinator

Competition 2398

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 has an end date of January 25, 2027, and 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 an undergraduate or continuing education application. 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 students.

Position

As part of the Enrolment Services team, the Identity Management (IM) Coordinators report to the Assistant Registrar, Enrolment Services and work in collaboration with other Coordinators, Specialists and Functional Analysts to ensure the accurate and timely delivery of services. The IM Coordinators provide functional direction and support in the training of Student Records Administrators and new IM Coordinators, providing ongoing support and guidance as required.

The IM Coordinators are the first point of contact for Student Records Administrators' queries, including escalations from SSC, and will assist Specialists/Assistant Registrar in identifying training needs, maintaining training documents and providing training.

As a subject matter expert in the student application process, the IM Coordinator will receive hard copy incoming undergraduate and continuing education applications for admission, create the initial electronic applicant record and collect the application fee payment. The incumbent is also responsible for troubleshooting and fixing any errors identified on all electronic and hard copy applications, which could include payment issues, duplicate applications, citizenship, name changes, etc.

Duties

This position is responsible for processing undergraduate and continuing education hard copy applications, which include:

• Identifying problems, running queries, and applying fixes directly into Campus Solutions or CE Register.
• Processing student application fee payments and providing troubleshooting tips to applicants applying online on how to pay.
• Updates student records in Campus Solutions or CE Register with name changes, citizenship status, manages service indicators as well as identifies and corrects integration issues.

As a Coordinator, this position is also responsible for:

• Being the first point of contact to Student Records Administrators for clarification on processes.
• Providing guidance on issues that are escalated.
• Identifying training needs.
• Assisting with training and maintaining training manuals.
• Collaborating with Coordinators across Enrolment Services to provide cross-functional analysis and operational flow to processes.

Minimum Qualifications

• University degree or related diploma with additional years of experience.
• 1-2 years of office-related experience.
• Experience in student administration system technology in a post-secondary environment.
• Demonstrated leadership ability with a service-oriented outlook.
• Excellent communication (oral and written), organizational and interpersonal skills; high degree of tact and diplomacy.
• Computer proficiency using MS Office.
• Organizational ability, initiative, and resourcefulness.
• Experience with computer-based records is required.
• Ability to readily adapt to change.
• Experience working in teams.
• High attention to detail and analysis skills.
• Adaptable in a complex, diverse, and fast-paced environment with the flexibility to accommodate varying workday demands.
• Ability to problem solve and handle multiple tasks in a demanding, policy-complex environment.

Preferred Qualifications

• An equivalent combination of education and experience may be considered.
• Experience with PeopleSoft is preferred.
• Knowledge of electronic document management systems is an asset.