Records Assistant, Student Records *Term* - Jobs in Winnipeg, MB

Job Description

*This is a 1-year term position*Responsibilities:

• Logs transcript requests as they are received in a shared excel spreadsheet.
• Updates personal information from the transcript request form.
• Checks for Holds and notifying students to clear them prior to production.
• Processes payments for requests and logs any problems.
• Responsible for following the student’s instruction regarding the dissemination of their request, updating the log and recording the date the transcript(s) were prepared.
• Alphabetizes the completed requests and files them.
• Contact person for all Examination invigilation services for external institutions at UW and UW students writing exams at other institutions for on-line delivery type courses.
• Coordinates all functions for examination scheduling and Invigilation scheduling.
• Networks, builds and partners with institutions or individuals to service needs for proctored exams – local, national or international. Registered Invigilator with Athabasca and Thompson Rivers universities.
• Drafts correspondence and forms related to setup of exam invigilation in off-site locations and remains the primary contact.
• Initiates exam invigilation via e-mail and works diligently following procedural guidelines to collaborate on finding acceptable and approved invigilators.
• Assists with the prepping of non-current files from hard copy, microfiche, and microfilm to be scanned.
• Culls non-current files and creates and shelves new current files at the start of each academic year.
• Assists with locating non-current records/files that are housed on microfilm, microfiche and Laserfiche.
• Assists with data clean up as a result of the conversion from the old Student Information System, by entering/correcting data from lists.
• Enters and updates Academic Programs from the Major Declaration forms.
• Updates Records forms as required for hard-copy dissemination and web-site posting.
• Performs other data entry tasks as required in the different functional areas in Records, including entry for testing in the Student Information System.
• Supports the registration process as required in high volume periods.
• Assists with evening exam pick up working with the Exam Assistant.
• In the event an exam is not picked up, the Records Assistant will be responsible for starting the exam and staying until the Exam Assistant can make alternate arrangements with the Department chair.
• Assists the Convocation Officer with the mailing of graduation packages to the graduands.
• Answers the general phone and email inquiries.

Qualifications:

• High school graduation.
• 2 years of directly related post-secondary experience, university preferred or an acceptable equivalent combination of education and experience
• Effective oral and written communication skills.
• Understanding of university structures and operations.
• Able to work in an environment of constant interruption.
• Ability to complete data entry projects with accuracy, attention to detail and in a timely manner.
• Good organizational skills.
• Must be able to take direction and be flexible.
• Demonstrated ability to work independently as well as participate effectively as a member of a team.
• Ability to treat personal information in a confidential manner.
• Good working knowledge of computers using Windows, MS Word and Excel.
• Must possess keyboarding skills including data entry experience.
• Student Information System (i.e. Colleague) software knowledge would be considered an asset.

An equivalent combination of education, experience, skills, knowledge and abilities may be considered.Condition(s) of Employment:

• Must be legally entitled to work in Canada.
• Must be willing and able to work overtime when required.

Note: The work described in this posting will be conducted in-person.The University of Winnipeg has a Mandatory COVID-19 Vaccination Policy that requires all those coming to designated indoor campus spaces to provide proof they are fully vaccinated. The Policy has been suspended effective May 2, 2022. However, prospective employees should know that the Policy may be reinstated in the future based on changing public health circumstances.The University of Winnipeg is committed to equity, diversity and inclusion and recognizes that a diverse staff and faculty benefits and enriches the work, learning and research environments, and is essential to academic and institutional excellence. We welcome applications from all qualified individuals and encourage women, racialized persons, Indigenous persons, persons with disabilities, and 2SLGBTQ+ persons to confidentially self-identify at time of application.If you require accommodation supports during the recruitment process, please contact Shelby Phillips, HR Assistant at sh.phillips@uwinnipeg.ca.The personal information of applicants is collected under the authority of the University of Winnipeg Act and 36(1)(b) of the Freedom of Information and Protection of Privacy Act. All personal information collected via the recruitment process is used to assess the applicant’s suitability, eligibility, and qualifications for employment, and to otherwise support recruitment activities. This information will be provided to participating members of the recruitment process. Questions regarding the collection of your personal information may be directed to the Director, HR Services, 515 Portage Avenue, Winnipeg, MB, R3B 2E9 or 204.786.9066.Quick Apply

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