Records Coordinator

This position is a part of the Non-Academic Staff Association (NASA).

This position has a term length of one year plus a a day and offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits .

Location - North campus. This role is in-person.

Working for 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 teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada’s Greenest Employers for over a decade.

Your work will have a meaningful influence on a fascinating cross section of people—from our students and stakeholders, to our renowned researchers and innovators who are quite literally curing diseases, making discoveries and generating solutions that make the world healthier, safer, stronger, and more just.

Department summary

The Faculty of Engineering at the University of Alberta offers a wide range of undergraduate and graduate engineering programs, creating the opportunity to pursue exceptional, high quality educational experiences.

Our vision is to be the most daring engineering community on the planet. We are engineers united by our unwavering dedication to solving the world’s greatest challenges and building a better future for society. We are: Driven. Trailblazing. Curious. Supportive. Grounded. Considerate.

Within Student Services we impact the Faculty of Engineering’s resources through an innovative and efficient “students first” model that fosters a network of highly engaged students, staff, alumni, and other stakeholders while supporting the Faculty’s reputation for excellence. Engineering Student Services is poised for the future and preparing for growth!

We serve engineering students by creating a clear path that supports them throughout their academic programs and enables them to complete their programs on time, overcome barriers to success, and enjoy a positive educational experience. 

By doing this, we help the Faculty of Engineering achieve its mandate of nurturing graduates of choice for employers and post-graduate institutions, and creating future leaders and ambassadors

Position summary

The Admissions and Records Coordinator coordinates multiple functions within Student Services including admissions, records, academic standing, registration, and convocation. Additionally, this position will provide reception (answering email), and other administrative tasks as required.

Duties

Admissions and Registration

• Creates an admission record for each new post-secondary applicant to the Faculty of Engineering
• First point of contact to applicant if there are missing application components (“checklist items”)
• Compiles and reviews all applications and documents for admission
• Liaises with the Office of the Registrar for all application matters
• Manages “exception” applications – Special Student, Visiting, Exchange, etc
• Compiles and prepares all internal applicants in current disciplines for transfer or readmission for evaluation
• Assists with the Branch Admission process of Qualifying Year Engineering students (both internal, and ACAT agreement); this includes verifying Spoken English for admission into Co-op disciplines
• Assists Undergraduate Advisors with the implementation of Minors within the Faculty of Engineering
• Maintains the Program Selection form database
• Assists with student registration and responds to student inquiriesa 
• Assists Student Advisors and Scheduling Coordinator with other registration data entry

Records

• Maintains all Faculty of Engineering student records (past and present)
• Update units and enrolment limits in specific courses and programs throughout the year

Academic Standing

• Organizes records for all Faculty of Engineering students after each academic session
• Assists Student Advisors with data entry in PeopleSoft
• Assists Student Services with notifying students of their standing via letter
• Communicates with the RO regarding successful appeals (specifically around Qualifying Year students, but may include other processes

Convocation Review

• Compiles and prepares all applications for Convocation review (retrieving files, printing transcripts, preparing program and grad check form for the Student Advisor)
• Data entry for required documents that are presented at EFC (Engineering Faculty Council)

Reception and Administrative Support

• Responds to in-person, email, and telephone inquiries
• Provides backup support to the Scheduling Coordinator, and Advisors
• Performs other office duties as required

Communication

• Maintains mass communications for Engineering students sent by the Student Services Office (e.g. reminders, deadlines, September welcome, discipline program sheets, etc)
• Drafts correspondence and various letters for signature, and/or email distribution

Qualifications

• Degree/Diploma in Business Administration or a similar field
• Minimum 3 years of administrative experience in a post-secondary environment
• Demonstrated experience in Records Management
• Advanced skills in Excel, and proficiency in other MS Office applications; strong keyboarding skills
• Experience using Campus Solutions and Slate
• Demonstrated attention to detail and high levels of accuracy
• Ability to work independently with minimal supervision
• Creativity and ability to think outside the box to resolve problems
• Demonstrated ability to work collaboratively in a team environment while managing competing priorities
• Excellent organizational and communication skills
• Strong commitment to professionalism
• High tolerance for ambiguity; adaptable to a changing environment
• Understanding of the University of Alberta policies and procedures

Along with your resume, please submit a cover letter that outlines why you believe you are the right person for this position. Also, in your cover letter, please provide a detailed answer to the following question:  "How will you contribute to a culture of trust, effectiveness and execution in the Faculty of Engineering?" Applications received without a cover letter will not be considered. Applications received with a cover letter that does not specifically address these important items will also not be considered.

Note: Online applications are accepted until midnight Mountain Standard Time of the closing date.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.