Data and Records Management Coordinator

Job Information
Author pmnationtalk
Date October 18, 2017
Type Full Time
Company Wilfrid Laurier University
Salary $30.91 to $36.37 - Per Hour
Location Waterloo, ON
Category Business / Management
Client Wilfrid Laurier University
Contact Information
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Posting ID : 8426
Apply By : 10/23/2017
Position Title : Data and Records Management Coordinator
Department : Faculty of Graduate and Postdoctoral Studies
Job Type : Full-time, Limited Term
Campus : Waterloo
Reports To : Senior Administrative Officer
Position Summary : At Laurier, we are a community. It’s what brings our students here and what keeps our people here.

As an educational institution, we inspire lives of leadership and purpose in our student community. As an employer, we seek, foster and value the same qualities of leadership and purpose in our employee community.

We currently have an opportunity to join the Laurier community as a Data and Records Management Coordinator

The Graduate and Postdoctoral Studies Office provides academic support services in response to the university’s commitment to excellence and growth in graduate programs, graduate student enrolment, and the effective training of postdoctoral fellows. In support of the 40+ master’s and doctoral degree programs and more than 1550 graduate students and postdoctoral fellows, the services include internal and external scholarship, award and student financial support programs, marketing and recruitment, publications and communications, graduate admissions, enrolment, academic programming and approval, student financial (including employment) assistance and scholarship programs, academic records including theses, grade reporting, petitions, graduation, exit surveys, program appraisals, submissions to the provincial government for funding, the appointment of and development support to postdoctoral fellows, and appointments of faculty members to the Faculty of Graduate and Postdoctoral Studies (FGPS). Services of the Graduate and Postdoctoral Studies Office are utilized across multiple campuses and the WLS, a federated college of WLU, by undergraduate and graduate students, postdoctoral fellows, faculty members, internal administrators and external agencies.

Reporting to the Senior Administrative Officer, the Records & Data Management Coordinator is responsible for supporting the graduate student records functions in the broadly defined areas of Student Records, and Data Management and Analysis. The RDMC provides support for the retrieval, analysis, and dissemination of enrolment, funding and other relevant data as required for graduate program proposals and reviews under the Quality Assurance framework. S/he is responsible for the document management process in the FGPS and thereby contributes to the effective maintenance of graduate records, participates in testing of Banner forms and reports as required, undertakes data entry when necessary, and provides support to all aspects of the records functions of the FGPS. With expertise in the regulations and policies of the university and the Faculty of Graduate & Postdoctoral Studies, the incumbent is the Associate Editor of the Graduate Calendar. The incumbent speaks and corresponds regularly with faculty and staff members, prospective and current students, with officials and students at other institutions in Ontario and with the public. A high standard of diplomacy and professionalism is required. Contacts will be with prospective and current students at Laurier and at other institutions in Ontario, and with all levels of university personnel.

Primary contacts in this position will include all graduate students, representatives from other institutions who participate in joint programs with Laurier, faculty and staff in academic units who are involved in the delivery of Laurier’s graduate programs, Laurier International, the Registrar’s Office and its departments, Enterprise Systems, and the Ontario Council on Graduate Studies.

This position has a university-wide mandate and is based at the Waterloo Campus. The incumbent provides subject matter expertise to all campuses, requiring regular interpersonal interactions and collaboration with departments at the Waterloo Campus, the Brantford Campus, the Toronto office and external partners. Special attention is given to ensure equitable service delivery across all locations.

Accountabilities : Student Records

  • Responsible for the maintenance of the FGPS documents: conducts audits and file management in accordance with the institutions records retention policy, makes recommendations and assists in the development of further expansion;
  • Audits faculty decision worksheets for program requirements; follows up on grading inconsistencies and alerts program and Graduate Admissions & Records Officer of any perceived progression issues for follow-up;
  • Manages the Ontario Visiting Graduate Student (OVGS) program and Joint Program Registration, ensuring that appropriate paperwork is complete and accurate, creating or updating the visiting student record and ensuring that official grades are communicated to institutions in Ontario;
  • Trouble-shoots on behalf of students and departments on registration issues;
  • Follows up with students and academic units on incomplete or missing registration, and missing grades;
  • Enters student final grades and final grade changes where required;
  • Receives and verifies membership of dissertation examining committees, ensures student’s eligibility to defend, confirms proposed external examiner with Dean;
  • Arranges oral examination proceedings for doctoral candidates, including logistical arrangements for event, travel for external examiner, and deploying technological resources;
  • Acts as FGPS administrator for the electronic submission of theses/dissertations to Scholars Commons;
  • Responsible for ensuring all documents required for graduating students is complete and follows up with programs where necessary;
  • Liaises with the Registrar’s Office concerning prospective graduates for each convocation; follows up as needed with students/academic units; compiles nomination materials for medal competitions;
  • Receives and processes all petitions to the Office of Graduate Studies; ensures that required documentation is available; takes minutes at GSAC meetings, provides clarification of procedural matters where required by members of the GSAC in order to reach a decision, and prepares correspondence to students, supervisors and graduate co-ordinators concerning petition decisions; communicates decisions and actions to be taken to the Registrar’s Office;
  • Is the Associate Editor of the Graduate Calendar; updates all academic and curriculum amendments and editorial changes on an ongoing basis. Reviews motions by departments prior to Graduate Faculty Council
  • Receives all nominations for Graduate Faculty Status; reviews and prepares confirmation letters for the Dean; maintains data base of Graduate Faculty Membership at Laurier.

Data Management & Analysis

  • Completes required tables concerning graduate students (admissions, progression, completion, funding, etc.) for the Cyclical Reviews as required by the Quality Assurance process (the details and presentation of this data must meet complex criteria set out by Quality Assurance framework, and the data is critical to the successful outcome of the appraisal process);
  • Designs and produces reports using Cognos as needed; ability to consolidate data sources is critical;
  • Responsible for the graduate studies submission each term to the provincial government for the operating grant claim (with the Registrar`s Office).

Qualifications :

  • Bachelor’s degree and two years related experience including but not limited to student records, graduate programs, scholarship and research funding, etc.;
  • Familiarity with graduate programs an asset;
  • Excellent verbal and writing skills;
  • Demonstrated knowledge of data elements related to student records and experience in retrieval of data and its interpretation;
  • Ability to work independently in a self-directed manner, organize tasks and set priorities;
  • Strong time management skills;
  • Ability to interact and communicate effectively with faculty, students and staff;
  • Ability to gain co-operation and support from faculty, staff, students, and other stakeholders;
  • Ability to meet deadlines, and to handle multiple tasks and periodic pressure;
  • High standards of accuracy and attention to detail;
  • Sound working knowledge of PC platforms, proficiency in word processing, spreadsheet, database and presentation software, and email use;
  • Diplomacy and sensitivity to needs of a diverse graduate student population
  • Demonstrated experience using Banner, Cognos, Microsoft (including Access) and other software programs related to activities of the department;
  • Excellent data analysis skills;
  • Accuracy, attention to detail, and consistency;
  • Ability to work in a team environment and to serve as a resource for other university representatives involved in the delivery of graduate programs;
  • An ability to understand and manage confidential material from internal and external sources.

Grade : WLUSA-07
Salary : $30.91 to $36.37
Salary Notes : This is a full-time, limited ter position until October, 2018.

This position has been deemed eligible for educational equivalencies.

Please Note : This position is represented by the WLU Staff Association bargaining unit.

Please submit a cover letter and resume.

Wilfrid Laurier University endeavors to fill positions with the best available candidates who have the appropriate combination of education, experience, skills and abilities to successfully perform the duties of the position while demonstrating Laurier’s Employee Success Factors.

Wilfrid Laurier University is committed to equity and values diversity. We welcome applications from qualified individuals of all genders and sexual orientations, persons with disabilities, Indigenous persons and persons of a visible minority.  To obtain a copy of this job description in an accessible format, please contact Human Resources at 519-884-1970 ext.2007.

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