Description
The Enrolment Services in the Office of the Registrar is currently seeking a Full-time Regular Student Records Advisor.
The Student Records Advisor reports to the Manager, Student Records and works with a team of advisors representing all faculties and peer advisors in the Office of the Registrar, a range of domestic and international external educational organizations and agencies and works independently and within established University policy and procedures to determine own priorities and deadlines. The Student Records Advisor is expected to recommend changes to streamline workflow and improve service delivery to students, alumni, faculty members and the advising network on campus with an emphasis on the student record and the Digitary MyCreds secure student record system as well as PeopleSoft. They lead the design and development of processes related to the student record in the UCalgary Student portal, PeopleSoft and upholds the integrity of the student record throughout all training to the campus community.
The Student Records Advisor works in an environment that demands efficient time management, experiences a high volume of work with strict academic deadlines, and requires strict adherence to confidentiality. This position experiences high stress at peak periods due to timelines. Overtime is anticipated at peak times throughout the student cycle.
Summary of Key Responsibilities (job functions include but are not limited to):
- Assist the Deputy Registrar and The Manager Student Records in developing campus wide programming and training for all student record advising to the student population, advising network and campus community. This includes final examinations, deferred final examinations, Student Accessibility Services in understanding the academic regulations.
- Assist the Manager Student Records with the administration, training of the final examination and deferred final examination proctors, and provide continual feedback on how to enhance the deferred final examination program to support students and all stakeholders involved.
- In collaboration with colleagues in the Office of the Registrar, Student Services units, and all department and faculty administrators and the advising network, regularly review and develop new resources, enhance processes necessary to assist students in understanding processes related to the student record.
- Provide exceptional in depth advising services to a large number of clients representing various roles and backgrounds related to the university community. This includes advising individual students in all career paths (undergraduate, graduate, medicine, distance), faculty members, peer advisors in all department and faculties and associate deans throughout the academic cycles for all academic terms. Advising core competencies includes interpretation of calendar regulations, requirements for students related to deferrals, student record notations and official transcription text.
- Manage the administration of the registration exception committee and the exceptional withdrawal committee in the Office of the Registrar.
- Train and advise departments on the examination deferral practices and referral for student inquiries and demonstrates depth of knowledge related to the student record calendar regulations.
- Plan and deliver advising and outreach via virtual and in-person workshop and training to faculty users related to PeopleSoft examination and student records module as well as D2L.
- Advise and assist Enrolment Services staff, Faculty of Graduate Studies and Cumming School of Medicine on all student record components (regulation and student systems) including examination, grades and official student records/transcript.
- Work within a team and independently and within established University policy to determine own priorities and deadlines.
- Lead the team and overall logistics and planning of the deferred final examination schedule for each academic term.
- Review academic standing sanctions and verify the update on the official student record and manage the expiry of sanction without error.
- Exercise prioritization and organizational skills on a daily basis meeting academic timelines.
- Act as team lead on overall logistics and planning of the final examination schedule and deferred final examination schedule for each academic term.
- Design training practices and processes for the advising network and present multiple times throughout the academic cycle.
- Maintains knowledge of co-workers responsibilities and duties(as appropriate) to provide staff coverage and support during peak periods and vacations.
- Respond in a timely and effective manner to inquiries from faculties, departments related to examinations and grading processes via email, web inquiry and phone services.
- Manage daily review of requests and approve the release of APAS Alberta Government transcript request system.
- Participate in and support all key departmental operations within the Office of the Registrar including analyzing and presenting statistics, departmental meetings, strategic planning, and participation at events as required. Understand and monitor system evaluations, testing and improvement analysis.
- Participate in committees and working groups related to integrity of the student record policies procedures and improvements including presentations and workshops.
- Participate in cross training to assist in other areas when needed and meet the Office of the Registrar priorities including Convocation.
Qualifications / Requirements:
- Bachelor's degree preferred, or Diploma in Business Administration and 3 years of business administration experience.
- Minimum 3 years of Office of the Registrar student advising experience in student records and or final examinations.
- Minimum 1 year experience with the digital student records system MyCreds (Digitary systems).
- Demonstrated ability to organize and lead large examination events for students (2000+ students) effectively.
- Understanding of university calendar regulations and experience working with academic policy.
- Experience advising students with high level of stress and anxiety related to student records, transcripts, degree verifications and examination policies.
- Ability to conceptualize, design student system needs and improvements for digital experiences through PeopleSoft student portal and implement enhanced processes in the faculty advising units across campus that supports students.
- Ability to successfully handle high volume student inquiries with a positive student-centric attitude.
- Demonstrated commitment to exceptional professional student and staff service.
- Quality interpersonal communication skills, including written, oral, one on one and in presenting workshops and faculty / academic presentations.
- Experience training and mentoring. Supervising exam proctors.
- Strong critical thinking and judgement and decision making skills.
- Demonstrated ability to be resourceful, creative, innovative and flexible.
- Ability to work effectively individually and as a member of cross-functional teams.
- Consistently demonstrates strong facilitation, leadership and student centric skills and upholds the credibility of the University in all areas of responsibility.
- Operates with a strong understanding of the impact of error and the ability to manage high stress factors due to strict and multiple timelines, high student inquiry and investigation, strict adherence to confidentiality, the complexity of issues and peak periods.
- Experience developing and providing in-person and online presentations, workshops, training for faculty staff, students and the advising peers on campus as well as familiarity with online learning tools such as Bright Space, and Drupal.
- Experience using PeopleSoft system Campus Solutions, an asset.
- Highly proficient with Microsoft Office, specifically Excel, Outlook essential.
- Excellent organizational skills essential.
Application Deadline: May 20, 2025
We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.
This position is part of the AUPE bargaining unit, and falls under the Specialist/Advisor Job Family, Phase 2.
For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.
About the University of Calgary
UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.
The University of Calgary has launched an institution-wide Indigenous Strategy committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.
As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Institutional Commitments (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).
Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.
