Undergraduate Records Clerk

Description:

Provide administrative support to UVic Undergraduate students. This includes evaluating students for re-registration, determining and assigning transfer credit (including domestic and international), and responding to inquiries from students, staff and faculty which require extensive knowledge of various complex policies and procedures. Process applications for graduation, complete co-op registrations and register students for outgoing exchange programs. Participate in determining changes in policies and procedures which may include in-depth research and analysis. This also includes doing extensive testing in the development and pre-production instances of Banner, in addition to providing a consulting role on various projects. Distribute Degree/Diploma/Certificate parchments and create other official documents which confirm a student's awarded credential. Obtain data from various databases and report the information as it pertains to graduation, academic standing, transfer credit, student attributes etc.

Job Requirements

Skills:

• Proven advanced clerical skills in a post-secondary institution or an equivalent administrative office environment for a minimum of one year.
• Strong customer service background and experience in dealing with highly sensitive, very detailed and confidential issues is essential.
• Ability to handle a high volume of email and phone correspondence involving complex student situations on a daily basis.
• Ability to manage multiple demands and deadlines, problem-solve and maintain a high degree of accuracy.
• Proven ability to communicate effectively, provide options and explain complex regulations, as well as exercise initiative, good judgment, tact and diplomacy when dealing with students, faculty, departmental staff and the general public.
• Ability to work independently and to take initiative to organize a very heavy and varied workload in order to meet competing critical deadlines.
• Demonstrated ability to interpret and explain complex university, faculty and program regulations and policies while maintaining confidentiality.

Specialized Knowledge/Education:

• Ability to perform accurate mathematical calculations and convert international grading scales for the purpose of calculating grade point averages with a high degree of accuracy.
• Demonstrated knowledge and experience with Microsoft Office and Microsoft Windows platforms.

Experience:

• Working experience with complex Student Information Systems such as Banner Student or a similar database as well as online information systems such as the UVic website and Mypage.
• Experience with the degree audit system (CAPP), TCS (Transfer Credit System), Applicant Information Review Systems (AIRS) and ViewCat..