Canada Job Openings
University of Victoria
Records Officer, Undergraduate Records
Victoria
FULL TIME
October 11, 2024
Organizational Unit
University of Victoria -> Student Affairs -> Office of the Registrar and Enrolment Management
Location
University of Victoria - Victoria, BC V8W 2Y2 CA (Primary)
Posting Close Date
22 October 2024
Please note that positions will close at 4 p.m. on the closing date.
FTE
1.0
Salary Grade
$69,052.00 - $89,791.00
Additional Posting Information
N/A
Salary posted will be pro-rated based on FTE and achieved as per the collective agreement, if applicable.
Classification
SG9
Start Date
12/2/2024
End Date
11/30/2025
Employee Group:
PEA - Term
# of Hires Needed
1
Category
Other
About this Opportunity
The University of Victoria is one of Victoria's largest employers and one of Canada’s best diversity employers. Together we are more than 5,000 dedicated faculty, librarians and staff supporting the University of Victoria’s diverse academic programs, world-class research and commitment to civic engagement.
The salary range for this position is:
The salary range for this position is:
- Recruitment range: $69,052- $76,129 starting salary determined by the PEA Collective Agreement.
- Performance range: starting salary to max of $89,791 is available through annual performance increases.
Job Summary
Student Affairs at the University of Victoria helps to transforms students' lives by supporting and inspiring the highest standards of student learning and success, community engagement and staff development. The Division is comprised of over 30 reporting units in six departments: Athletics and Recreation, Campus Services, Indigenous Affairs, Office of the Registrar, Student Recruitment and Global Engagement, and Student Services. The comprehensive and integrated range of services we provide make Student Affairs one of the most dynamic and diverse divisions on campus. Together, we support UVIC's vision to be a university of choice for outstanding students, faculty, and staff from BC, Canada, and around the world.
As part of the larger Division of Student Affairs, the Office of the Registrar (OREG) places students at the centre of its operations in the provision of core institutional services and systems such as undergraduate and graduate admission, registration, course/exam scheduling, academic records management, curriculum/calendar, scholarships/financial aid and graduation. The OREG collaborates closely with academic and administrative partners as well as external stakeholders.
Working as part of a team of Records Officers and reporting to the Director of Undergraduate Records, the Records Officer is responsible for supporting undergraduate students and their academic records in an assigned portfolio of Faculties. The Records Officer provides interpretation of University Policy, assessment and implementation of regulations. Policies, regulations and assessments may vary between portfolio assignments and typically include: program application review , academic standing, graduation, degree documentation, registration, transfer credit, co-operative education, exchange program credit, duplicate & mutually exclusive course assignments, curriculum submissions and student appeals.
This position ensures that accuracy of academic student records is maintained and provides advice to faculty, administrators and others regarding regulations and individual student situations. The Records Officer analyzes reports and anomalies in student records, identifies system problems, proposes solutions and enhancements and coordinates the implementation of the changes or improvements to processes.
Working as part of a team of Records Officers maintaining consistent and accurate records and contributing to broader divisional goals, projects and initiatives, the Officer collaborates with colleagues within the Office of the Registrar, across the Division of Student Affairs as well as across campus with Faculties, Departments and Schools. In addition, the Officer is responsible for formally supervising clerical staff and informally supervising casual employees.
As part of the larger Division of Student Affairs, the Office of the Registrar (OREG) places students at the centre of its operations in the provision of core institutional services and systems such as undergraduate and graduate admission, registration, course/exam scheduling, academic records management, curriculum/calendar, scholarships/financial aid and graduation. The OREG collaborates closely with academic and administrative partners as well as external stakeholders.
Working as part of a team of Records Officers and reporting to the Director of Undergraduate Records, the Records Officer is responsible for supporting undergraduate students and their academic records in an assigned portfolio of Faculties. The Records Officer provides interpretation of University Policy, assessment and implementation of regulations. Policies, regulations and assessments may vary between portfolio assignments and typically include: program application review , academic standing, graduation, degree documentation, registration, transfer credit, co-operative education, exchange program credit, duplicate & mutually exclusive course assignments, curriculum submissions and student appeals.
This position ensures that accuracy of academic student records is maintained and provides advice to faculty, administrators and others regarding regulations and individual student situations. The Records Officer analyzes reports and anomalies in student records, identifies system problems, proposes solutions and enhancements and coordinates the implementation of the changes or improvements to processes.
Working as part of a team of Records Officers maintaining consistent and accurate records and contributing to broader divisional goals, projects and initiatives, the Officer collaborates with colleagues within the Office of the Registrar, across the Division of Student Affairs as well as across campus with Faculties, Departments and Schools. In addition, the Officer is responsible for formally supervising clerical staff and informally supervising casual employees.
Job Requirements
A minimum of a Bachelor's degree in an appropriate discipline and 3 years of related experience in a complex computerized student records system (an equivalent combination of education, training and/or experience may be considered). Experience must include:
- Recognized knowledge of software programs including degree audit (CAPP or equivalent), student record database (BANNER or equivalent) and administrative programs including Microsoft Office Suite.
- Record of effective communication with co-workers, management and students or clients, including discussing and maintaining confidential records.
- Advanced problem solving and consistent decision making within broad frameworks of policy and practice.
- Proven ability to manage competing priorities and meet firm deadlines.
- Strong interpersonal skills to communicate specialized or sensitive information, resolve conflicts and crises, promote services and influence decision making. Communications may involve complex or emotional situations.
- Excellent organizational and file management skills.
- Supervisory experience is considered an asset.
Territory Acknowledgement: We acknowledge and respect the Lək̓ʷəŋən (Songhees and Esquimalt) Peoples on whose territory the university stands, and the Lək̓ʷəŋən and WSÁNEĆ Peoples whose historical relationships with the land continue to this day.
Equity and Diversity Statement: UVic is committed to upholding the values of equity, diversity, and inclusion in our living, learning and work environments. In pursuit of our values, we seek members who will work respectfully and constructively with differences and across levels of power. We actively encourage applications from members of groups experiencing barriers to equity.
Read our full equity statement here: www.uvic.ca/equitystatement.
Accessibility Statement: If you anticipate needing accommodations for any part of the application and hiring process contact: uviccareers@uvic.ca Any personal information provided will be maintained in confidence.
What UVic Offers: To learn more click here.
Equity and Diversity Statement: UVic is committed to upholding the values of equity, diversity, and inclusion in our living, learning and work environments. In pursuit of our values, we seek members who will work respectfully and constructively with differences and across levels of power. We actively encourage applications from members of groups experiencing barriers to equity.
Read our full equity statement here: www.uvic.ca/equitystatement.
Accessibility Statement: If you anticipate needing accommodations for any part of the application and hiring process contact: uviccareers@uvic.ca Any personal information provided will be maintained in confidence.
What UVic Offers: To learn more click here.
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