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Posting Number
Posting Number SS0291
Position Information
Division Student Services & Registrar
Department Student Records
Supervisor Title Associate Registrar, Student Records & Systems
Location Comox Valley(CV)
Posting Type Internal/External Posting
Position Status Regular
If Others, please specify
Desired Start Date 11/07/2022
Position End Date (if temporary)
Weekly work schedule (please indicate the start and end times for each day of work)
Monday to Friday 8:30-4:30
% 100
Pay Grade I: $27.47 – $29.16
Position Summary
As directed by the Associate Registrar of Student Records & Systems this position provides support to the Office of the Registrar. This position is responsible for managing all aspects of student accounts. The incumbent is also responsible for training staff in the use of the all systems as they relate to their job roles. This position also participates in the development, implementation, and maintenance of systems related to and including the College’s Student Information System (SIS) in order to maintain effective and efficient operation in the Office of the Registrar. The incumbent prepares documentation of system procedures and training. The position monitors and analyzes the system data to facilitate accurate internal and external reporting requirements. Provides support to system users by troubleshooting problems and service desk queries.
Position Competencies
- Job Knowledge
- Judgment
- Teamwork
- Planning & Organization
- Customer Service Excellence
- Communication & Interpersonal Skills
Duties & Responsibilities
1. Responsible for the development, implementation and maintenance of Colleague Student Module and related software programs that are integrated with the SIS within the Office of the Registrar.
2. Coordinates and works in collaboration with NIC’s IT Application Systems, Finance, and Institutional Research Departments to identify and mitigate system issues.
3. Liaises and collaborates externally with various stakeholders, including but not limited to, Provincial Ministry, and Education Planner BC regarding data submissions (ie PEN) and other external student information services.
4. Collaborates with Student Services and other areas to assess student systems needs by collecting information pertaining to work procedures, analyzing current workflows, and reports.
5. Responsible to support staff in following best practices by providing formalized bi-weekly/weekly training sessions and one on one follow-up.
6. Resolves data inaccuracy issues through analysis, investigation of causes, and implementation of solutions to ensure the accuracy and integrity of student data.
7. Resolves service desk tickets and receives calls related to Colleague Student Module and Student Services myNIC issues.
8. Provides SIS and related systems, which includes but not limited to, Perceptive Content, myNIC, Self-Service training as well as day to day ongoing support to the SIS user community. This includes developing and maintaining all training videos and
documentation, written manuals, PowerPoint presentations for both staff and students use.
9. Responsible for overseeing student accounts including arrears, building tuition rate tables and maintaining accurate financial records in accordance with policies and appropriate approvals.
10. Responsible for sending approved informational emails to students.
11. Adjusts student records based on Academic Standing and Progression Policy.
12. Responsible for a large volume of accurate data entry.
13. Any other duties as assigned by the Associate Registrar that are within the scope of the position responsibilities.
Required Education & Experience
Completion of 2 years computer systems diploma or equivalent education with additional training in communication, technical writing, presentations, & facilitation.
Minimum of 4 years of related experience in systems, record management & accounts preferable. Experience in a post-secondary education environment is preferred.
Required Knowledge Skills & Abilities
Demonstrated interpersonal skills, tact, and diplomacy, in all interactions with both internal and external customers
Excellent decision making, time management, and communication skills, both verbally and in writing.
An understanding of post-secondary education operations, policies and procedures
Demonstrated initiative and ability to organize and prioritize work both independently and as directed.
Advanced skills in the Microsoft Office Suite.
Demonstrated knowledge of relational databases.
Demonstrated knowledge of HTML Language
Demonstrated analytical skills.
Working knowledge of a Student Information System (Colleague preferred)
Knowledge of Freedom of Information and Protection of Privacy Act (FIPPA).
Capability to facilitate training through effective presentation, feedback, and coaching of end users.
Ability to work in a high volume transactional and service environment and maintain focus.
Ability to problem-solve complex systems information issues.
Ability to take initiative and strive for continuous improvements.
Ability to write technical procedures and documentation.
Ability to communicate student systems information to non-technical end-users and information systems analysts.
Special Instructions to Applicant
Please scan copies of your transcripts into one document for attachment. If your transcripts are not available at the time of application, please attach a letter or certificate of confirmation from the educational institution.
Posting Detail Information
Posting Open Date 10/10/2022
Posting Close Date 10/17/2022
Open Until Filled
