Overview:
Term: 2 Years
This career path position holds increasing levels of responsibility for the delivery of all functional activities related to student records processes. In this capacity, the incumbent is expected to maintain student records and the various procedures employed to track and assist students during their academic careers from the application stage through to graduation while demonstrating increasing ability to problem solve and lead. Responsibility ranges from entry level records maintenance to a leadership role, leading process and procedural projects and providing the day to day leadership required to ensure all activities are maintained, while resolving more complex problems. This competency continuum translates to all of the detailed accountabilities noted below.
The Records Assistant (RA) maintains accurate undergraduate student records, and the various procedures used to track and assist students during their academic careers. This requires both Faculty specific and systems (SA) specific knowledge, especially when dealing with the many cases that deviated from the norm.
The RA provides written and oral information regarding policies and procedures of the university to students and departmental staff and faculty as it relates to student records.
Responsibilities:
Faculty Petitions:
Receives, reviews and prepares petitions for consideration by Faculty Petitions Committee
Tracks petition decisions using the ACCESS system and communicates all decisions by letter, email or verbally to students
Petition cases typically present records scenarios that must be interpreted properly by the incumbent so that the academic record can be updated accurately
Record Keeping:
Student registration, including, but not limited to: add/drop activity, block enrolment, service indicators, term activation, unit load
Maintain accurate student academic records
Transfer credit coding, exchange coding, letters of permission
Bulk grade assignment and grade revisions
Coding/verifying academic standings, honours and awards and transcript text information
Program/Plan changes
Student citizenship status, name changes
Student’s tuition calculation
Academic progression (AP)
Projects or specialized coding
Maintain substitution spreadsheet, applying repeated course coding
Communication & Stakeholder focus:
Responds to inquiries from University of Waterloo Staff, Faculty, and Undergraduate Advisors regarding the status of changes to student records
Provides additional resources to the Client Services area that is the student’s first line of contact when visiting the Registrar’s Office. They will be expected to answer inquiries, and, will deal with students directly to explain policies and procedures
Convocation
Responsible for coding Intention to Graduate data in the Student Information System (PeopleSoft) as received. This activity supports the generation of bulk Academic Advisement (AA) Reports by the incumbent for submission to Faculty Advisors who use the reports to determine whether degree requirements have been satisfied
Creates recommendation forms to be used by faculty advisors and directly interacts with the advisor to rectify any student record issues before final degree status decisions. Alternatively, convocation spreadsheets have been adopted by some faculties to fulfill this same purpose
Checks changes to Academic Programs to ensure these are accurately coded and so that the correct degree will be assigned and displayed on the diploma
Interacts directly with students to discuss details pertaining to a student’s convocation intentions
Responsible for assembling diploma packages, participating in the Convocation ceremony as well mailing diplomas to students who were unable to attend the ceremony
Reporting
Run standard queries to gather data from the Student Information System (PeopleSoft) to identify the various stages of completion of records activities
Required to have a thorough knowledge of business processes and practices to accurately identify discrepancies
Qualifications:
College diploma and/or Undergraduate degree and/or equivalent work experience
Progressive experience with proven track record of success in student records of success in maintaining electronic people records
Previous experience in a customer service position dealing with students and/or educational organizations is essential
Demonstrating ability to handle confidential information with discretion
Demonstrated ability to maintain multiple tasks involving shifting deadlines and priorities
Demonstrated experience using MS Office suite applications an asset
Excellent data entry skills and proven aptitude for attention to detail and accuracy is required
Excellent human relations / inter-personal, organizational, problem solving and communication (oral and written) skills required
Proven ability to work independently and as a team member in a busy deadline oriented and varied environment with changing priorities
Knowledge of University policies and procedures relating to student records preferred
Familiarity with PeopleSoft software preferred
Regular working hours, some evening/weekend work required
Vaccination Requirement Statement:
Effective May 1, 2022, the University suspended its Vaccination Requirement. Prior to May 1, pursuant to this Requirement, all University employees were required to submit proof of full vaccination against COVID-19 (subject to the University’s obligations under the Human Rights Code to accommodate employees who were unable to receive a vaccination). The University’s Vaccination Requirement website can be found here: https://uwaterloo.ca/coronavirus/return/vaccination-requirement.
The pandemic is ongoing and public health advice continues to evolve. Accordingly, the University reserves the absolute right to reinstate the Vaccination Requirement on short notice, and upon such reinstatement you will be required to comply. You shall also be required to comply with any new health and safety policies/requirements implemented by the University from time to time, including new policies/requirements related to mandatory employee vaccination. As the University may need to reinstate the Requirement on short notice, it will continue to collect and maintain up-to-date information on employee vaccination status. Please submit your Covid-19 vaccine status (QR code) to: https://checkin.uwaterloo.ca/
Failure to comply with the Vaccination Requirement if it is reinstated, including failure to comply with any future amendments to the Vaccination Requirement, or failure to comply with new health and safety policies/requirements implemented by the University, including those related to new mandatory employee vaccination, shall result in discipline up to and including termination of employment.
The requirement to be vaccinated, if reinstated, will be subject to the duty to accommodate pursuant to the Human Rights Code. If you are unable to be vaccinated for reasons related to a ground protected under the Human Rights Code, you may submit a written request for accommodation with an explanation of the reasons and/or any supporting documentation. If you request accommodation, the University may follow up with you for further information if necessary.
Equity Statement:
The University of Waterloo is committed to implementing the Calls to Action framed by the Truth and Reconciliation Commission. We acknowledge that we live and work on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. The University of Waterloo is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River.
The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuit/Inuk, Black, racialized, a person with a disability, women and/or 2SLGBTQ+.
All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at hrhelp@uwaterloo.ca or 519-888-4567, ext. 45935.