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Student Records Clerk

University of Alberta 690 reviews

Edmonton, AB • Hybrid remote

Job details
Here’s how the job details align with your profile.

Pay
$44,016–$58,952 a year

Job type
Full-time

Registrar's O,ce

Competition No. -
S101552381

Posting Date -
Dec 22, 2023

Closing Date -
Jan 02, 2024

Position Type -
Full Time - Operating Funded

Salary Range -
$44,016 to $58,952 per year

Grade -
06

Hours -
35

This position is a part of the Non-Academic Sta@ Association

(NASA).

This position o@ers a comprehensive beneEts package which

can be viewed at: Faculty & Sta@ BeneEts.

Location - This role is hybrid with a mix of remote and in

person, with on site work taking place at North Campus,
Edmonton.

Working for the University of Alberta

The University of Alberta acknowledges that we are located on

Treaty 6 territory, and respects the histories, languages and
cultures of First Nations, Métis, Inuit and all First Peoples of
Canada, whose presence continues to enrich our vibrant
community.

The University of Alberta is teeming with change makers,

community builders, and world shapers who lead with
purpose each and every day. We are home to more than
40,000 students in 200+ undergraduate and 500+ graduate
programs, over 13,000 faculty and sta@, 260,000 alumni
worldwide and have been recognized as one of Canada’s
Greenest Employers for over a decade.

Your work will have a meaningful in\uence on a fascinating

cross section of people—from our students and
stakeholders, to our renowned researchers and innovators
who are quite literally curing diseases, making discoveries
and generating solutions that make the world healthier, safer,
stronger, and more just.

Working for Enrolment Services

Enrolment Services is responsible for the management,

planning, organizing and directing of all aspects of student
records and registration, class scheduling and timetabling,
tuition and fees, issuing o`cial transcripts, as well as
upholding the integrity of each individual’s identity through
the proper vetting and storage of documents submitted to
the institution in support of an undergraduate or continuing
education application. This unit handles special registrations
and holds faculty level responsibilities for the Faculty of Open
Studies. They manage the Academic Schedule and the o`cial
course record, as well as coordinate the Enal exam schedule.
Enrolment Services works with Facilities and Operations to
manage centrally controlled classrooms, assign space and
supports space optimization and utilization for classrooms.
This unit also ensures that all approved tuition and fees are
accurately re\ected on the student fee assessment and
troubleshoots issues as they arise. Enrolment Services serves
all undergraduate and continuing education students, and
does some work for graduate students.

Position Summary

As part of the Enrolment Services team, the Student Records

Clerk reports to the Assistant Registrar, Enrolment Services
and works in collaboration with the Student Records Clerk
team, Identity Management Coordinators and Specialists, to
ensure the accurate and timely delivery of services.

The Student Records Clerk is responsible for maintenance

and electronic location of the student Ele ensuring that the
integrity and conEdentiality of the student record is
maintained. They are knowledgeable regarding student
related documents, forms and processes. They will evaluate
transcript requests and other records request forms,
compiling all components of the student transcript and their
issuance, ensuring that only appropriate information is
released according to permission of the student and
applicable processes, including compliance with Freedom of
Information and Protection of Privacy legislation.

Student Records Clerks have an integral role with identity

management as they ensure all documents are completed
and directed appropriately, facilitating the admissions and
record-keeping processes, thereby assisting in the
maintenance and integrity of the student record.

Duties

This position is responsible for:

Processing undergraduate, graduate and continuing

education O`cial University of Alberta transcripts
Troubleshooting student queries regarding o`cial
document orders through MyCreds
Processing 3rd party forms
Scanning hard copy documents, receiving electronic
documents and adding metadata tagging for all
documents to be Eled and attached to the appropriate
student record
Participating in regular quality assurance checks to
ensure all scanned documents are accounted for
Performing regular search matches between orphaned
documents, Admissions applications and student
records
Supporting Student Contact Centre through tickets
and chat functionalities to respond to inquiries,
problem-solve
Responding to student inquiries as required

Minimum QualiQcations

High school diploma supplemented by post-secondary

course work
Six months o`ce experience (preferably in a post-
secondary environment)
Experience working in large databases
Intermediate knowledge in Microsoft O`ce Suite and
Google
Strong communication skills

Preferred QualiQcations

2 year diploma in Records Management or related Eeld

preferred (post-secondary environment an asset)
Familiarity with Freedom of Information and Protection
of Privacy (FOIP) compliance

How to Apply

Note: Online applications are accepted until midnight

Mountain Standard Time of the closing date.

We thank all applicants for their interest; however, only

those individuals selected for an interview will be
contacted.

The University of Alberta is committed to an equitable, diverse,

and inclusive workforce. We welcome applications from all
qualified persons. We encourage women; First Nations, Métis
and Inuit persons; members of visible minority groups; persons
with disabilities; persons of any sexual orientation or gender
identity and expression; and all those who may contribute to
the further diversification of ideas and the University to apply.

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