Application Restrictions
Open to both Internal and external
Job Type
Support Staff (CUPE)
Posting In effect from
7/2/2024
Closing Application Date
22/2/2024
Closing date for internal CUPE applicants
22/2/2024
Applications will be reviewed commencing the “closing date for internal CUPE
applicants” and may continue until the position is filled.
Internal CUPE applicants must submit their application by 4pm on the
“closing date for internal CUPE applicants” for their Seniority to be
recognized. Applications received after the "closing date for internal CUPE
applicants" will be considered alongside external applicants.
Full/Part Time
Full Time
Support Type
Ongoing
Anticipated Start Date
26/2/2024
Position End Date (If Applicable)
The Hours of work are subject to change depending upon departmental
requirements
Schedule
The hours of work will be Monday to Friday, 7 hours a day, 8:00 am to 4:00 pm
Schedule Description
DUTIES
The Records Officer provides service-oriented support to TRU students, staff
and faculty. This includes conducting assessments and validating documents in
accordance with approved university policies and procedures; registering
students in courses, maintaining student records in an enterprise relational
database; and communicating with students, staff, faculty and external
stakeholders.
MAJOR DUTIES & RESPONSIBILITIES.
Creates, maintains and verifies student, course and program records (paper and electronic) in an enterprise relational database following approved policies and procedures.
In accordance with Senate policy and office procedures, evaluates and determines student eligibility to make course and program changes.
Supports and assists with the registration process for TRU students. This includes self-service, email and in-person registration processes.
Liaises with various areas and departments, including but not limited to Finance, Continuing Education and Advising groups, with respect to course section creation, fees and payment issues.
Processes application and course registration payments.
Maintains current knowledge of Senate approved academic policies and related procedures and applies to everyday operations.
Enters data into an enterprise relational database.
Responds to inquiries (email, telephone and in-person) and provides information and guidance on TRU's programs, academic policies, admission requirements and fees and payment policies.
Generates various form letters and institutional artifacts (including, but not limited to, official transcripts, parchments, confirmation of enrolments, registration data forms).
Compiles and distributes reports.
Creates and maintains resource material such as manuals and procedure documents.
Maintains confidentiality of student records.
Assists in the training of other Records staff.
Processes graduation audits and organizes graduation related aspects of convocation. Assists with convocation activities.
Assists with functional testing of new and existing student-related systems applications.
Provides administrative support.
REPORTS TO
Management within the Registrar's Office, as assigned
QUALIFICATIONS
EDUCATION:
Associate degree, two-year diploma or equivalent post-secondary education
EXPERIENCE:
Three years related experience in a post-secondary institution or related
environment, including 1 year experience working in a student service area
with an enterprise relational database and reporting software
SKILLS KNOWLEDGE OR ABILITIES RELATED TO THE JOB
Demonstrated ability to perform electronic word processing and data entry
in an enterprise relational database
Typing speed of 45 wpm
Ability to work well under pressure and deal courteously and tactfully
with a variety of people
Excellent oral and written communication skills with ability to show
empathy in difficult customer situations
Ability to use policy and departmental procedures to problem solve
Ability to operate basic office equipment such as printers, scanners, fax
machine and photocopier
Ability to plan, organize and prioritize tasks, and meet deadlines while
maintaining accuracy and attention to detail
Ability to work independently as well as part of a team, and to
demonstrate initiative
Demonstrated ability to develop and provide reports as requested including
working with reporting software
Demonstrated experience with electronic spreadsheets software (e.g.,
Excel) and word processing
Knowledge of TRU programs, courses and policies
WORKING CONDITIONS
Sitting at desk and computer for long periods of time as well as counter
work
General office conditions
Occasional lifting and moving items weighing approximately 10 kg.
The salary for the above position is determined by the Collective Agreement
with the Canadian Union of Public Employees, Local 4879, as it presently
exists.
Pay Band
$28.36 - $31.51 ( CUPE Grade 07 (90% - 100%) )
Salary rate
This Position is not subject to a 90% start rate for new Employees.
Location
Kamloops, BC CA (Primary)
# of Hires Needed
1
Organizational Unit
Thompson Rivers University -> Enrolment Services
Diversity and Inclusion Commitment:
Thompson Rivers University is strongly committed to hiring based on merit with
a focus on fostering diversity of thought within our community. We welcome
those who would contribute to the further diversification of our staff, our
faculty and its scholarship including, but not limited to, women, Indigenous,
Black and People of Colour, persons with disabilities and persons of any
sexual orientation or gender identity. Please note that all qualified
candidates are encouraged to apply, however applications from Canadians and
permanent residents will be given priority.
NOTE: To learn more about Thompson Rivers University or living in Kamloops
or Williams Lake please visit our Careers website. External Candidates invited
to interview will be required to bring a copy of their transcripts to the
interview.
