Saint Mary’s University Looking for Student Records Assistant – Enrolment Services (Bargaining Unit 179) at Halifax, Nova Scotia, Canada Full Time

Posting Deadline: May 14, 2024

Department: Enrolment Services

Type of Employment: Permanent, Full-time

Group Affiliation: Bargaining Unit 179, Group 5 ($39,526- $45,367 annually)

At Saint Mary’s University, you will be surrounded by a talented and dedicated team of professionals committed to accessibility, diversity, and the provision of a positive and supportive learning environment. We recognize the importance of the contribution and growth of each individual in the University’s success. We are currently looking to fill the position of Student Records Assistant to join our Enrolment Services team.

What We Offer

As a team member at Saint Mary’s, we are proud to offer many benefits. Some of these include:

• Competitive compensation
• Comprehensive benefits package
• Defined Contribution Pension plan
• Vacation
• Holiday closure
• Summer hour schedule
• Employee Transit EPass through Halifax Transit

Job Information And Responsibilities

Under the direction of the Assistant Registrar – Records, Transfer & Articulation, the Student Records Assistant will:

• Maintains an organized and efficient student records filing system.
• Supports ongoing maintenance, scanning and uploading of student records from former paper storage to electronic storage systems.
• Coordinates and works with departments to ensure that physical and electronic records and information are retained, archived or disposed of in accordance with established procedures, records management policy.
• Processes approved registration appeals ensuring student records including Banner and physical files are updated accordingly.
• Updates Change of Program, Major, Certificate, honours, applications on Banner and student file.
• Processes Letter of Permission forms, entering pertinent information on student record including grades, institution and equivalent course information.
• Updates and maintains student records, including XXYY processing, prerequisite de-registration, manual grade changes, include and exclude grade processing and entry of Thesis titles for graduate students.
• Updates student academic standing including Dean’s List, Probation, suspension and Dismissal.
• Generates email merges to inform students about their Academic Standing and registration issues.
• Responds to internal and external inquiries via telephone, email, and in person from staff, faculty and students concerning records related information.
• Acts a primary office contact for Laserfiche and Microfilm electronic archiving systems.
• Provides direction and coordination and assigns task to student assistants.

The Collective Agreement can be viewed here .

Experience And Education Requirements

To be the successful Student Records Assistant you will have:

• High School graduation plus 2 years Community College training in records management.
• Minimum two year’s related experience.
• Proficiency in Microsoft Office Suite, and virtual conferencing platforms, such as Zoom.
• Strong communication and listening skills.
• Strong organizational skills and ability to function independently and as part of a team.
• Working in a university environment considered an asset.
• Comfortable in cross-cultural situation.
• Experience in SCT Banner required.
• Experience handling and maintaining confidential material.

Application Details

Required

Apply for this opportunity online using our online application system through Career Beacon. Click on “Apply Now” and complete all required information fields. Qualified candidates should submit the following with their application:

• Resume
• Cover Letter
• Three Professional References

Late applications may not receive consideration. We appreciate all applications and note that only candidates selected for an interview will be contacted. No telephone calls please.

At Saint Mary’s University, equity and diversity are integral to excellence and enrich our community. As an institution committed to fostering an environment of inclusion and respect, we encourage all qualified candidates to apply; however, preference will be given to applicants who self-identify as Black/African Nova Scotians, Indigenous peoples, racialized persons/visible minorities, persons with disabilities and women. If you require accommodations during the recruitment process, please contact Talent Acquisition at hr@smu.ca