We would like to take this opportunity to acknowledge the traditional territories of the people of the Treaty 7 region in Southern Alberta. The City of Calgary is also home to Métis Nation of Alberta, Region III.
Position Overview
Student and Enrolment Services is currently seeking a Full-time Regular Manager, Student Records.
The Manager, Student Records reports to the Deputy Registrar and is responsible for the operational leadership of the Student Records unit functions and accountabilities. This includes operational support for all grading and transcript notations reflected on the student record. Collaboration is required with all faculties, Associate Deans, and campus wide administrators. The Manager excels at utilizing technology and data to lead and enhance systems and reporting for the success of the unit and the student experience at the university.
This position is located at Main Campus, and works 35 hours a week, Monday to Friday, and on occasion, there will be the need to work outside of regular hours during peak operational times including final examination periods and deferred examination periods.
Position Description
Summary of Key Responsibilities (job functions include but are not limited to):
Planning and Project/Operations Management
- Establish objectives and project expectations in alignment with the overall objectives of the Enrolment Services portfolio, Office of the Registrar, and institutional strategic plans; monitor progress and performance, and plan for continuous improvement.
- Implement calendar regulations as approved by academic committees that reside under General Faculties Council that are critical and immediate business objectives of the institution, faculties, and other areas on campus.
- Implement campus wide final examination logistic plan with facilities and Scheduling.
- Provide effective planning, delegation, hiring and monitoring, logistic support, and expertise, for final examinations and grading throughout the academic cycle, grade collection, submission, access for faculties and departments.
- Oversee, establish, and manage all elements of daily services operations for the portfolio.
- Ensure the most effective service/resource plans are developed and implemented in alignment with established processes/procedures, service standards to create quality student experiences.
- Accountable to provide vision and direction for establishing and operational business practices.
- Oversee documentation and maintenance of workflows and standardized operating procedures and internal knowledge base platform on SharePoint.
Managerial
- Develop resource plans for day-to-day operational direction and leadership to 4 full-time staff and 7-10 part-time and casual employees to ensure the effective implementation and execution of all operational functions necessary to effectively operate portfolio and meet deadlines.
- Recruitment, hiring, training & performance management for the team.
- Coordination of staff schedules to ensure service standards are met.
- Demonstrate high competency of university calendar, academic and faculty regulations, and policy and process.
- Expected to demonstrate subject matter expertise utilizing PeopleSoft, configuration, dynamic dating, and systems as well as utilization of reporting tools.
- Develop job profiles, recruit, hire, communicate performance expectations, and conduct performance reviews including annual goals and priorities and expectations for staff.
- Ensure staff are well-trained, coached, competent, supported in their work and encouraged.
- Use tact, diplomacy, and sound professional judgment to resolve system and technology day-to-day issues, including interacting with students, partner institution administrators, community members, faculty, and staff.
- Oversight and direction of the external Exam Centre and administrator.
- Involved in planning and managing the expenditure of an annual operating budget.
- Continue own personal development, learning and training.
Technology, Data Analysis and System Management
- Manage, approve and provision security PeopleSoft roles for the academic faculty members and the audit and removal of security roles.
- Effectively analyse data to inform critical decision making impacting the student population.
- Work also arises through planned maintenance, configuration and upgrades which are required to resolve issues or maintain the currency of the system.
- Analyse and forecast based on data to best adjust operational plans/schedules in accordance with operational needs, volumes and staff modelling to meet service standard.
Communications and Relationships
- Create an environment where knowledge sharing, support, training tools, coaching and staff development ensure service levels meet or exceed expectations.
- Proactively develop and maintain trustworthy, productive, problem-solving working relationships with colleagues and staff, across the University community and external agencies.
- Work closely with the Deputy Registrar, Enrolment Services, and the SES Communications to ensure web and print communications as well as a communications plan in relation to the portfolio functions are accurate and a part of the communications framework.
- Collaborate with stakeholders to resolve heightened/complex issues quickly and appropriately.
- Develop and deliver presentations and training on behalf of Student Records, and share relevant information with students, faculty, staff and others as appropriate.
- Review website analytics and operational data to make sound decisions on operational planning.
- Work collaboratively with other units to investigate student files in a timely manner.
Qualifications / Requirements:
- Minimum of an undergraduate degree required, preferably with specialization in business administration or management
- A minimum of 2 years of supervisory experience of staff and or teams. Supervisory or management experience within a post-secondary or public service environment would be an asset.
- Must be a dynamic leader who possesses a strong student focused orientation and can manage significant responsibility while ensuring high quality service to students and campus community.
- Ability to coach and inspire individuals and team members in their professional development through meaningful goal setting, performance management and ongoing development.
- Advanced organizational and time management skills are required, as is the ability to set own priorities and complete tasks while working in an environment of multiple completing deadlines.
- Results oriented with a thorough attention to detail; must have strong organizational and planning skills with the ability to establish own priorities and manage working in an environment of multiple competing deadlines.
- Strong interpersonal skills and the ability to operate with a high degree of tact and sensitivity to student and instructor concerns in a professional manner.
- Experience and knowledge in the operation of a post-secondary education environment, and of working within university, provincial, and federal policy and regulations would be an asset.
- Experience managing and aligning resources to achieve targets.
- Proven experience managing metrics, ensuring customer satisfaction, and reporting statistical performance levels related to service.
- Highly developed communication skills: the ability to communicate effectively with both satisfied and unsatisfied customers, students, and technical and non-technical staff with competing requests.
- Experience with PeopleSoft Student Administration or other complex student information system platform would be an asset.
- Advanced knowledge of Microsoft Office applications; Excel: high competency needed.
- University enterprise systems such as PeopleSoft Campus solutions & D2L, AsAstra an asset.
- Demonstrated analytical and critical thinking approach to business process and information systems development.
Application Deadline: October 12, 2022
We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.
Additional Information
This position is classified in the Management Career Band, Level M1 of the Management and Professional Staff Career Framework.
To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website . For more information about Student and Enrolment Services visit Careers in Student and Enrolment Services .
The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.
About the University of Calgary
The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit ucalgary.ca .
The University of Calgary has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High , committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.
As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Equity, Diversity and Inclusion (equity@ucalgary.ca ) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca ).
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.