Convocation and Student Records Assistant

Date Posted: 04/30/2024
Req ID: 37167
Faculty/Division: University of Toronto Scarborough
Department: UTSC:Ofc of the Registrar
Campus: University of Toronto Scarborough (UTSC)
Position Number: 00049405

Description:

About us:

The University of Toronto Scarborough is a place of energy, enthusiasm and passion. Our commitment to inclusive excellence attracts the brightest learners, scholars and employees from around the globe. Our success has been made possible by the opportunity given to us by our Indigenous hosts to operate on their territory, and we cherish our continuing partnerships with these communities. The University of Toronto Scarborough is an exciting campus with unlimited potential. Join us on our journey.

The Office of the Registrar is responsible for student recruitment and admissions, direct and online service to current students, including registration, financial aid, scholarships, academic assessments, graduation and petitions. It also provides course scheduling, administration of tests and exams, enrolment data analysis and business intelligence.

It is the vision of the Office of the Registrar to connect every student to success by providing excellent service and support to students, faculty, staff and the broader community. Members of the Office of the Registrar team value accountability, inclusivity, community and leadership and take pride in work that is student-focused and meaningful.

This search aligns with the University’s commitment to strategically and proactively promote diversity among our community members (Statement on Equity, Diversity & Excellence ). Recognizing that Black, Indigenous, and other Racialized communities have experienced inequities that have developed historically and are ongoing, we strongly welcome and encourage candidates from those communities to apply.

Your opportunity:

Working under the direction of the Convocation & Student Records Coordinator, you will assist with assessing, reviewing and determining student’s eligibility to graduate; update and maintain course and program rules, maintain academic records and monitor, review, update and reconcile information pertaining to students’ final grades and academic status.

Your responsibilities will include:

• Acting as the first point of contact and responding to student records and graduation enquiries within the defined scope of the role and redirecting as appropriate.
• Identifying changes to student records that affect academic status and correcting status and updating student records as required, including processing final and amended marks from eMarks to ROSI, updating Centennial, PEY and Co-op Programs, ensuring all work terms, co-op fees, degree and subject posts are accurate.
• Informing students of their academic standing by reviewing and assessing student records using systems (such as ROSI and Degree Explorer) and assessing student academic records and determining graduation distinctions.
• Identifying and resolving individual data anomalies and discrepancies and discrepancies relating to student records, graduation, academic standing, grades, etc.
• Analyzing collections, records and/or reference administration processes and recommending improvements.
• Providing detailed information on registration processes, policies, and procedures.
• Updating and maintaining database records (Degree Explorer, ROSI, eService, eMarks, etc.).
• Collecting user fees for registration activities on a regular basis by ensuring that Degree POSt codes and Co-op codes are accurately applied.

Essential Qualifications:

• Bachelor's Degree or acceptable combination of equivalent experience.
• Minimum two (2) years of related experience required working in a post-secondary University or College registrarial environment.
• Demonstrated experience working with ROSI or similar student information database system.
• Experience in Degree Auditing System such as Degree Explorer or a similar system.
• Excellent computer and data entry skills.
• Experience using Microsoft Office Suite (such as Word, Excel, PowerPoint, Access, Teams, etc.).
• Strong communication and interpersonal skills and ability to work well independently and as part of a team.
• Excellent problem solving and time management skills.
• Ability to exercise tact, good judgement, and discretion in handling confidential information.
• Adaptability and flexibility to learn new tools and applications (e.g., new modules in Degree Explorer).
• Strong customer service skills and attention to detail and accuracy.
• Knowledge of academic programs, policies and procedures.
• Applicants are also expected to show evidence of a commitment to equity, diversity, inclusion, and the promotion of a respectful and collegial learning and working environment.

To be successful in this role you will be:

• Communicator
• Diligent
• Efficient
• Multi-tasker
• Organized
• Problem solver

Notes:

• This is a one (1) year term opportunity.
• A full job description is available upon request from the UTSC HR Office .
• This role is currently eligible for a hybrid work arrangement, pursuant to University policies and guidelines, including but not limited to the University of Toronto’s Alternative Work Arrangements Guideline .

Closing Date: 05/09/2024, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Term
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 09 -- $65,407 with an annual step progression to a maximum of $83,646. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Registrarial Services
Lived Experience Statement

Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.