Job fact sheet position information

JOB FACT SHEET

POSITION INFORMATION

Position Number: 10362

Current Grade (if applicable): 9

Working Title: Admissions & Records Coordinator

Faculty/Department: Campus Saint-Jean

Department ID: Click here to enter text.

Incumbent Name (if applicable): Click here to enter text.

Campus Address: Click here to enter text.

Campus Phone Number: Click here to enter text.

E-Mail Address: Click here to enter text.

Hours of Work/Week: Choose an item.

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  Actual Hours Worked (if Part-Time): Click here to enter text.
  

Name of Supervisor: Click here to enter text.

Title of Supervisor: Click here to enter text.

Supervisor’s Phone Number: Click here to enter text.

Supervisor’s Email Address: Click here to enter text.

Position Type: Choose an item.

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  If OTHER, please indicate Position Type: Click here to enter text.
  

Special Requirements:

Home Internet Access: Choose an item. Conflict of Interest Disclosure: Choose an item.

Professional Accreditation: Choose an item. Second Language: Choose an item.
SIGNATURES: The signatures below indicate that all parties have read and discussed the content of the JFS

EFFECTIVE DATE (if different from date signed): Click here to enter a date.
FINANCIAL AUTHORIZATION:

___________________ ________________________ __________________

Name Signature Date
INCUMBENT (if applicable):

___________________ ________________________ __________________

Name Signature Date
SUPERVISOR:

___________________ ________________________ __________________

Name Signature Date
DEPARTMENT HEAD/TRUSTHOLDER:

___________________ ________________________ __________________

Name Signature Date

1. SIGNIFICANT CHANGES SINCE LAST REVIEW

2. POSITION SUMMARY

Reporting to the Assistant Dean, Student Affairs, the Coordinator, Admissions & Records is responsible for the design, implementation and management of efficient and effective admissions and student records services within Campus Saint-Jean (CSJ), including but not limited to: admissions, enrolment management, student records, academic advising, grade approval, course registration, student graduation, and referral services on Campus / UofA.

3. RESPONSIBILITIES/ACTIVITIES: Group activities into categories and list in point form each duty performed until the major elements of the position are represented. Review each statement to ensure that it accurately describes what is done and briefly, how it is done. Please indicate the percentage of time spent on each of the major activities listed

Undergraduate Student Admissions Management (65%)

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  Ensures effective operation of undergraduate student admissions
  

(admissions, credit evaluation, academic counseling, academic advancement, grade

approval, registration, graduation of students)

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  Evaluates admission procedures for CSJ and liaises with the Registrar's Office
  
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  Supports the Associate Dean, Academic in handling academic appeals
  
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  Acts as French Language Specialist for the Registrar's Office concerning applications,
  

transfer of credit, and transcripts

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  Develops enhancements to admission procedures for domestic and international
  

students

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  Develops, in collaboration with the Senior Recruitment Officer and the Assistant Dean,
  

Student Affairs, on action plan to improve international student attraction and

retention

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  Participates in international and national recruitment activities in collaboration with the
  

Assistant Dean, Student Affairs

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  Recommends graduation eligibility to CSJ's Executive Committee and Faculty Council
  
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  Identifies deficiencies in English for non-Anglophone applicants and reviews English
  

Language Proficiency policies in collaboration with the Assistant Dean, Student Affairs

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  Applies procedures for the Education Program Admission Test (TAE) delivered by the
  

Centre d'enseignement et de recherche en francais (CERF) and ensures any necessary

follow up

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  Assists the Director of Academic Administration and Governance in matters related to
  

the admission sections and other pertinent sections of the University Calendar and

proposes changes as required

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  Completes statistics on admissions and enrollment
  

Graduate Student Admissions Management (15%)

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  Ensures effective operation of graduate student admissions services (admission, academic advising, grade approval, registration, graduation of students)
  
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  Acts as the Graduate contact for CSJ
  

Enrolment Management (6%)

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  Administers the admission process and monitors applicants
  
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  Participates on Registrar's Office committees meetings pertaining to admissions and
  

records issues

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  Ensures that information on the CSJ website pertaining to admissions is accurate and
  

presented in a clear and appealing manner

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  Analyzes admissions data and makes recommendations and identifies trends and
  

Issues
Academic Advising Appeal (8%)

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  Delegated by the Associate Dean, Academic to sign off on his behalf for undergraduate
  

admission related situations including:

o Add/Delete form

o Withdrawal form

o Deferred exams form

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  Manages the academic assessment process
  
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  In collaboration with the Associate Dean, Academic, prepares the documentation and
  

ensures that students are notified in writing if they received a marginal standing or if

they are required to withdraw

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  Advises students of the procedures to follow to appeal decisions
  
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  Advises on complex or non-routine queries with respect to admissions, program
  

requirements, course registration withdrawals and academic standing, and processes

appeals and petitions in these areas

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  Collaborates with the Office of the Registrar on matters related to academic evaluation
  

and graduation for all undergraduate students at CSJ

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  Advises Section Heads on CSJ policies and procedures related to admissions and
  

records and monitors activities to ensure that University and CSJ policies are followed;

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  Supports the Associate Dean, Academic, as required, with student disciplinary cases
  

Student Academic Records Management (8%)

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  Oversees centralized student academic records activities on behalf of CSJ
  
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  Ensures that records are maintained and are utilized in a accordance with
  

administrative procedures required by CSJ and in accordance with the Freedom of

Information and Protection of Privacy (FOIPP) legislation

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  Ensures the integrity of all undergraduate and graduate student files
  
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  Manages procedures to maintain comprehensive current and historical data used for
  

reporting, decision-making and planning purposes, including trend analyses and

changes

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  Provides expert advice to CSJ on specific functions of the PeopleSoft system
  
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  Identifies and conducts first-stage investigation into problems with PeopleSoft; collects
  

relevant information and, based on a functional knowledge of the system, determines

the solution or if unable to do so, documents the problem for follow up for the

Registrar's Office

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  During upgrades and new development projects, tests and evaluates the new
  

processes and modules for CSJ
International and National Program Exchange (4%)

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  Oversees requests for students abroad and exchange programs for CSJ's students
  

(Incoming and Outgoing)

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  Authorizes transfers of credits
  

Referral to other resources (2%)

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  Implements strategic planning of policies, procedures and follow-up on students assessed
  

by SSDS

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  Manages referral activities for students to other appropriate resources on Campus and
  

In the Community, such as University Health Services, Student Counseling Services,

and Academic Support Centre

4. KNOWLEDGE: Identify the minimum formalized training/education and/or qualifications required to prepare an individual to be functional in the position.

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  Post-secondary education of a Bachelor’s degree or less with greater than 18 months to become functional in the role
  
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  Thorough knowledge and experience with the University of Alberta academic
  

regulations, especially in the areas of admissions, records, the calendar, the Code of

Student Behavior, GHC Policy, registration, evaluation procedures, and the University

grading system, examinations, academic standing and appeals and grievances

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  Understanding of FOIPP and Human Rights legislation as it relates to interaction with
  

undergraduate and graduate students, parents, faculty and staff

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  Demonstrated experience in admission management, enrollment management and
  

student record management with broad understanding of the strategic issues

involved

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  Superior interpersonal skills including the ability to listen and communicate effectively
  

and sensitively, including cross-cultural sensitivity and an ability to counsel distressed

or difficult individuals

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  Expert knowledge to the University's Peoplesoft software records management system
  
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  Strong technological orientation and proficiency with processing, databases and other
  

computer applications

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  Exceptional organizational skills, including project and resources management skills
  
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  Strong analytical and problem solving skills
  
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  Ability to exercise superior, independent judgment on a day-to-day basis
  
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  Demonstrated leadership ability with excellent coaching and supervisory skills
  
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  Ability to work under pressure with demanding workload
  
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  Ability to prioritize work, make independent decisions based on previous experiences,
  

established precedents and official policies, and acts in a proactive manner

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  Proven dedication to superior customer service with a strong commitment to student
  

services

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  Awareness of issues throughout the University and in higher education in general
  
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  Bilingual fluency in French and English language, both written and oral
  

5. INDEPENDENCE OF ACTION: Describe the initiative required, the creativity and original thought, and also the amount of direction and control received from the supervisor or standard practices and precedents.

A. What types of decisions are made independently?

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  Functions independently under the general guidance of the Associate Dean, Academic
  

and the Assistant Dean, Student Affairs

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  Determines eligibility of admission and evaluates transfer credits
  
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  Recommends admission policy procedure changes
  
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  Has to authority to sign various academic forms on behalf of the Associate Dean,
  

Academic

B. For what actions is it necessary to consult someone? Are approvals or instructions verbal or in writing?

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  Exceptions to established policies and procedures - verbal or written
  
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  Special admission cases that require approval of the Associate Dean, Academic -
  

verbal or written

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  Transfers credits where the Associate Dean, Academic or the Academic Advisor needs
  

to be consulted - verbal or written

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  Situations with students discipline
  

6. CONSEQUENCE OF ERRORS: Identify the extent of losses which result from mistakes in judgment or poor decisions (typical instances, not rare or extreme ones), and the responsibility for safety of others.

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  Incorrect information provided to staff, students and general public regarding
  

admissions, program changes, CSJ or UofA regulations. This could result in misleading

people, confusion, and enrollment losses

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  Incorrect or inaccurate evaluation of transfer credits. This could cause a student to
  

take a similar course or not take a course that should be take, resulting in credits

extra to degree or lacking for convocation

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  Inaccurate statistics. This could have an impact on policy-making and strategic goal
  

setting

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  Writing incorrect information, misspelling of names, incorrect dates, etc.
  
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  Correspondence not proofread correctly
  
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  Out-of-date information accessed by the public on the website
  
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  Varying consequences due to incorrect information being released
  

7. CONTACTS: Identify the contacts and the purpose of the interaction.

A. Inside the University

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  Dean - occasionally - provides information or statistics
  
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  Associate Dean, Academic - frequently - consult on exceptional admission cases; seek
  

advice on transfer credits; drafts correspondence and provides administrative support;

supply information

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  Assistant Dean, Student Affairs - frequently; consults on academic policies and
  

procedures; consults on course and program changes, supply information and

statistics as required

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  Student Records Administrator and Student Information Officer - consults on
  

admissions and records issues

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  Academic Advisor and Department Chairs - occasionally - evaluates transfer credits;
  

consults on academic issues

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  Office of the Registrar - occasionally - consults on admission and transfer credit
  

issues; discuss procedural changes; consults on record-related matters

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  Office of the Student Awards - occasionally
  
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  International Centre
  
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  SSDS Office
  
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  Directors of divisions of CSJ
  
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  International Admission Office
  
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  FGSR Office
  
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  Various faculties (joint agreements)
  
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  Information and Privacy Office - occasionally - consults on FOIPP matters
  

B. Outside the University

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  High school and post-secondary advisors and counselors - frequently - responds to
  

admission and transfer credit questions

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  Prospective students - occasionally - provides information on admissions, CSJ and
  

UofA policies and procedures, program requirements

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  Third parties: e.g. Alberta Learning, Alberta Teachers' Association - occasionally -
  

provides information as guide by FOIPP

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  Senior administration of other universities and colleges
  
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  Parents
  
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  Prospective National and International Students
  
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  Alberta Advanced Education
  
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  Alberta Education
  
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  Certain Canadian Embassies
  
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  Centre d'emploi de l'Alberta
  

C. Information Sources

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  PeopleSoft
  
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  University Calendar - daily
  
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  Grade conversion guide - daily
  
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  Associate Dean, Academic - frequently
  
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  Student Records Administrator - frequently
  
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  Student Information Officer - frequently
  
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  Staff in the Office of the Registrar - frequently
  
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  Transfer guides - frequently
  
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  Other post-secondary calendars - frequently
  
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  Students - occasionally
  
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  Academic Advisors and staff in the Faculty and Department Offices - occasionally
  
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  International Centre Staff - occasionally
  
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  Staff at other post-secondary institutions - occasionally
  
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  Information and Privacy Office Staff - occasionally
  
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  Academic policies and procedures - occasionally
  
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  Various sites of Canadian and Foreign universities
  
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  Internet
  

Information Provided to Others

• Registrar's Office

• Students

• Academic Advisor

• Explain CSJ and UofA policies, procedures and regulations to students, staff and

general public

8. SUPERVISION: If this position is not required to supervise staff, please indicate “n/a”.

A. Describe all aspects of formal supervision required of this position. Please be sure to complete Part B.

• Responsible for all aspects of supervision for 3 FTE positions: Admissions Assistant,

Admissions/Records Advisor, and Academic Student Advisor

B. Please indicate how many staff members are supervised by the position.

Full-time employees: 3

Part-time employees:

Casual employees:

9. PHYSICAL DEMANDS: Describe the degree, frequency, severity, intensity and continuity of physical activity and/or intense visual concentration required.

A. Activities

• Intense visual concentration when using the computer and evaluating files

• Sitting for long periods of time while working on the computer or on files, answering

phone inquiries, meetings with staff or students

• Occasional evening and weekend work

• Occasional Provincial, National, and International travels

• Other miscellaneous activities involving events on or off CSJ

B. What types of equipment or tools are used in the job?

• Computer and printer;

• Lap top;

• Fax machine;

• Photocopier;

• Internet;

• Telephone and voice mail

10. WORKING CONDITIONS: Describe the disagreeable aspects of the job environment in relation to employee safety and comfort, and the severity and frequency of exposure to workplace hazards.

Standard office environment

11. SIMILAR POSITIONS AT THE UNIVERSITY OF ALBERTA: Please list any position numbers, titles, departments or incumbent names that may be considered to be similar.

Other similar roles on campus

12. ORGANIZATION CHART: An organization chart is mandatory for the evaluation process to be completed.  You may include this as a separate attachment or file may be pasted/ embedded below

JOB FACT SHEET|