Student Records Analyst

Job Category

Job Profile

Job Title

Department

Compensation Range

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary

The Student Records Analyst, is responsible for providing management and oversight to the development, implementation and refinement of student records management business processes and service support functions. This includes but is not limited to degree/program verification and completion checks, historical student processes, undergraduate and graduate registration, grades support, production and distribution of T2202 tax slips, graduation coordination, the production of transcripts and parchments, bulk records updates, oversees registration audit reports and other records processes. The Records Analyst is responsible for supporting a cross-functional team of staff who provide records expertise and will at times support the records process for both the UBC-Vancouver and UBC-Okanagan campuses. The Records Analyst is called upon to collaborate with all levels of staff at the university, both technical and non-technical as well as provide guidance to Advising business stakeholders in the participation and direction of business implementation processes and projects. This role will be responsible for resolving escalated and/or complex issues in relation to interpretation of UBC student record policies. The Records Analyst is a part of a network of registrarial, student service and affair professionals that collectively contribute to UBC's exceptional learning environment.

Organizational Status

The Student Records Analyst reports directly to the Associate Director, Student Records Management and serves as a part of the Student Records and Scheduling Services team. This role is expected to work independently, and exercise autonomy without direct supervision. Regularly liaises with faculty and staff from various units across the University, with other units within Enrolment Services, and the general public, such as: UBC faculties and departments, Faculty of Graduate and Postdoctoral Studies, IT Services, Integrated Service Centre, University Counsel, Ceremonies, Equity & Inclusion Office, Go Global, and other Central University units concerned with student records matters. The incumbent also interacts with several external agencies, including but not limited to federal and provincial authorities such as Canada Revenue Agency (CRA), Canada Border Services Agency (CBSA) and EducationPlannerBC.

Work Performed

• Manages and evaluates registrarial support services to ensure effective and efficient services are provided to the University

• Develops, plans and implements records business processes as well as their ongoing improvement and refinement.

• Resolves all escalated issues in relation to the interpretation of UBC guidelines on student records management. These issues are often highly complex and require detailed responses

• Participates in new system/software implementation and upgrades by conducting requirements gathering, building and executing test scenarios and providing feedback

• Provides guidance and advice on student records management

• Identifies and builds partnerships with other units, faculties and students; providing them with expertise, advice and knowledge to facilitate the execution of University practice, policies and guidelines for registrarial services.

• Develops, interprets, implements and evaluates student records management, and administrative policies in order to enhance the services of the Student Records unit.

• Interprets, advises and trains on University and Student Services publications, policies and procedures, including consulting with University Counsel on student records management in accordance with the Freedom of Information and Protection of Privacy Act (FOIPOP). Makes recommendations for changes in UBC policies and procedures where applicable.

• Contributes, makes recommendations to and implements the unit's strategic plan.

• Supports unit budget on operational revenue and costs (supplies). Manages vendor relationships and contracts, including working with vendors to negotiate pricing and supply management.

• Develops and is responsible for the web content in relation to Student Records information.

• Provides backup support for the various functional areas as required during peak periods, vacations, and illnesses

• Performs other duties related to the qualifications and requirements of the job.

Consequence of Error/Judgement

This role is responsible for ensuring service excellence for the Student Records portfolio. Inaccuracies, failure to meet deadlines and inability to build relationships and partnerships would have serious consequences. Errors, missed deadlines and ineffective relationships could damage perceptions of Enrolment Services and the University. This could lead to a loss of trust in the institution, negatively affecting its reputation on a broad scale. Furthermore, errors in managing student records can directly impact a student's ability to be admitted to programs, progress academically, or graduate on time, potentially jeopardizing their future education and career prospects.

Supervision Received

Reports to the Associate Director, Student Records Management. Works in collaboration with other staff in Student Records and Scheduling Services and Enrolment Services. Is expected to meet performance goals and expectations, and will undergo regular performance reviews. Works under general guidelines and procedures, without direct supervision. The incumbent must exercise initiative and sound judgment.

Supervision Given

Provides work direction to 5 CUPE 2950 staff, and acts as manager in the absence of the Team Lead, Student Records Management.

Minimum Qualifications

- Willingness to respect diverse perspectives, including perspectives in conflict with one's own

- Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

• Undergraduate degree in a relevant discipline.

• Minimum of one to two years of related experience or the equivalent combination of education and experience.

• Experience preferably in a student service environment.

• Management experience (having direct reporting staff and overseeing workflow) preferred, preferably within a post-secondary environment.

• Ability to adapt to changing priorities and experience with assisting staff during times of transition.

• Experience with policy interpretation and administration.

• Computer experience required (Intermediate level understanding of Word, Excel and Outlook).

• Experience with Student information systems, intranet navigation and Drupal CMS preferred.

• Effective oral and written communication, interpersonal, client service and organizational skills.

• Ability to resolve complex problems which require close attention to detail and creative solutions.

• Ability to work independently and as a supporting member of a team.

• Must possess excellent interpersonal, team building and intercultural skills and must be willing to participate and actively contribute in team situations.

• Demonstrated ability to build, manage and maintain high-quality and productive relationships across cultural difference.

• Demonstrated ability to effectively communicate and interact with empathy, understanding and, respect of diverse and divergent perspectives and behaviours.

• Works in a collaborative and inclusive manner, fostering equitable experiences and a respectful environment for all staff.

• Acknowledges, reflects upon and challenges one's own biases and assumptions.

• Recognizes and addresses personal and institutional assumptions and behaviours that create barriers to inclusion

• Must be very capable to exercise tact and discretion, as well to remain calm during pressure situations when dealing with upset or irate individuals.

• Able to act as the main point of contact in matters which require a high level of sensitivity.

• Proven multi-tasking skills; ability to work under pressure, to handle heavy volumes during peak periods, to meet demanding deadlines, and to work accurately with frequent interruption, while motivating team to success.