Records Officer: Competition #021

An Internal Posting in the PPWC Employee Group.

Castlegar

Posted: Wednesday, February 14, 2018
Closes: Wednesday, February 21, 2018

Reporting to the Associate Registrar, the Records Officer is accountable for employing a service excellence approach when initiating and managing the Records Officer’s Workplan.

The Records Officer uses the Student Records System (SRS) to enter and retrieve data, processes transcript requests, creates business process reports, liaises closely with the Enrolment Services Coordinator to troubleshoot and problem-solve business practices, and is a standing member of the Graduation Committee.

Main Duties and Responsibilities

• Initiate and complete processes associated with the Records Officer Annual Workplan
• Creates, updates and maintains student academic records and related correspondence
• Work within established processes to receive/enter/scan a wide variety of documents and adjustments into/from the Student Records System (SRS) such as student grades, approved grade changes, student status, duplicate records, permission to register, transfer credit, requested course additions/drops, course audit and transcript requests
• Initiate the archiving and destruction of records within established College policies
• Responds (within FOIPOP regulations) verbally or in writing to student/staff/public inquiries with timely, accurate, and appropriate information regarding grades, transcripts, enrollment, T2202As and credential completion
• Initiate and monitor the incomplete grades, instructor TBA, missing grades, wait list, and graduate identification processes
• Complete PEN report investigation and adjustments; run inquiries and take necessary follow-up action such as the “no show”, “duplicate record”, and “required courses” inquiries
• Maintains current knowledge of records and enrolment related policies, procedures and practices
• Provide training to new admissions staff as required and serves as the College’s institutional contact person with BCCAT
• Retains all active College transfer agreements, initiates transfer agreement renewal processes, and archives expired transfer agreements
• Assist students, faculty, staff and the public with admission/registration processes when filling in for Enrolment Officers as required
• Works closely with the Associate Registrar and Enrolment Services Coordinator on maintenance and improvements to the Student Record System and business processes
• Provide initial response for issues raised by students during the application and registration processes
• Assists with the organization of graduation ceremony including, acting as a standing member of the Graduation Committee, qualifying graduates, ceremony program, graduate attendance, and credential creation
• Performs other related duties as assigned by supervisor

Skills, Knowledge and Abilities

• Knowledge of College record/admission/registration policies and procedures
• Excellent interpersonal, collaborative, written, verbal communications skills
• Excellent organizational skills and the ability to set priorities when encountering conflicting demands
• Ability to apply initiative to individual and team efforts
• Strong computer skills including word processing, spreadsheets, database software, student records systems (SRS) and SLED
• Strong customer service, communication, and conflict resolution skills
• Excellent attention to accuracy, detail, process, and confidentiality
• Ability to maintain confidentiality as per FOIPOP requirements

Education and Experience

• Two-year Business Administration Diploma with a strong background in computer information systems or an equivalent Business/Computer post-secondary program
• Minimum 3-4 years’ business and computer process management related experience

This is a temporary, full-time position resulting from a combination of support related to Project Aurora activities and maternity coverage. This position commences as soon as possible with an anticipated end date of June 20, 2019 with possibility of an extension.  The salary is pay grade 8 - $26.51 per hour - in accordance with the PPWC Collective Agreement.

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