Information Specialist

Date: Jan 16, 2023

Location: Waterloo, CA

Company: Wilfrid Laurier University

Department: Enrolment Services 

Job Type: Continuing

Full-time/Part-time: Full Time (>=1249 hrs/year) 

Campus: Waterloo 

Reports to: Assitant Registrar-Registrar Services

Employee Group: WLUSA 

Application Deadline: January 29, 2023

Requisition ID: 5142 

 

Wilfrid Laurier University is a leading multi-campus university that excels at educating with purpose. Through its exceptional employees, students, researchers, leaders, and educators, Laurier has built a reputation as a world-class institution known for its rich student experience, academic excellence, and global impact. With a commitment to Indigenization and commitment to equity, diversity, inclusion, Laurier’s thriving community has a place for everyone.

Laurier has more than 19,000 students and 2,100 faculty and staff across campuses in Waterloo and Brantford, as well locations in Kitchener and Milton. The university is committed to providing an inclusive workplace, a flexible work policy and employing a workforce that is reflective of local and national demographics. Our locations are situated on the traditional territories of the Neutral, Anishnawbe, and Haudenosaunee peoples. We recognize the unique heritages of Indigenous peoples and support their intentions to preserve and express their distinctive Indigenous cultures, histories, and knowledge through academic programming and co-curricular activities. Laurier’s Centre for Indigegogy is one example of how Laurier honours Indigenous knowledge.

 

Position Summary

 

Reporting directly to the Assistant Registrar - Registrarial Services, the Information Specialist position is responsible for accurately maintaining the confidential and official academic records (both electronic and hard copy files) for all students (both undergraduate and graduate) at all campuses. The Information Specialist works to contribute to the efficient and accurate operation of the Registrarial Services unit, providing service to all faculties for both graduate and undergraduate programs, thereby supporting the academic mission of the University.

 

Required to understand, in detail, the complex and frequently updated academic regulations of the University, the Information Specialist must also adhere to the Freedom of Information and Protection of Privacy Act (FIPPA) at all times. Diplomacy and tact are paramount, as opposition and frustration can often be encountered while providing service in a high-volume and fast-paced environment.

 

Occasionally, staffing levels and/or volume may require the incumbent to provide backup support to the Records team functions, including but not limited to mail delivery, data retention initiatives and responding to escalated inquiries via the Service Queue.

 

 

Accountabilities

 

  • The Information Specialist is required to understand, in detail, the complex academic regulations of the University’s Senate, Faculty Councils, and departments and to continually update knowledge of regulations as they are altered or revised by the various governing bodies

  • Responsible for accurately interpreting and applying the appropriate regulations and policies to the cases presented by students in order to offer them information concerning their situation and advise them of the appropriate course of action. Error in this activity may have substantial negative consequences for the student’s academic career, financial situation and level of satisfaction with the University. It may also create a situation of legal vulnerability for the University

  • Responsible for fee appeal processing and involvement in the process as related to academic petitions

  • Required detailed understanding of various administrative procedures of each of the faculties, with respect to generation, alteration, and status of academic records, program offerings, course offerings, and situations requiring the petitions process

  • Responsible for data entry into real-time confidential student records. Accuracy is paramount as these functions directly/immediately affect all Registrarial reports, fee assessments, OSAP assessments, and government reporting

  • Data entry and verification of academic program selection, continuation for students on probation, leaves of absence or lapsed registration, Laurier equivalencies, course enrolment, grade revision entry, academic standings/decisions, comments, graduation application statuses, withdrawals, letters of permission (incoming and outgoing), athletic eligibility, petition decisions, and biographical updates

  • For International Exchange programs, make appropriate coding/comment notations to student records in the Student Information System (Banner) and maintains the biographical record

  • Manage the set-up, registration, and continued record maintenance and support for specialized university programs (such as the growing number of academic success programs)

  • Provide backup support to various Records team functions, including but not limited to mail delivery, data retention initiatives and responding to escalated inquiries via the Service Queue

  • Require a detailed understanding of how LORIS (Laurier Online Registration Information System) functions, and the ability to provide students with detailed step-by-step course registration instructions (by telephone, email, or in-person)

  • Provide instructions to faculty and department staff members for online grade submission

  • Prepare files for annual data retention exercise and scanning process as required

  • Assist with other positions in the department from time to time as training requires and work load makes possible

  • Demonstrate flexibility and adaptability, be open to new ideas, and exhibit a willingness to challenge the status quo and strive for continuous improvement

  • Ensure related business processes are well documented and revised as required, including proper storage of electronic files on Laurier’s shared drives and as per departmental standards

  • Support and participate in the exchange of diverse perspectives and ideas

  • Follow through and deliver on commitments in a timely fashion; interact with others as individuals and support an environment of "personal service"

  • Proactively build relationships with all campus partners and colleagues; act as an ambassador on behalf of the department and Enrolments Services at all times

  • Accept responsibility for outcomes and maintain standards of professionalism

  • Adhere to business standards as established by the department, and compile related metrics to assist with data-driven decision-making

  • Required to complete additional tasks as directed by the Assistant Registrar and Associate Registrar

 

 

Qualifications

 

  • Completion of one year post-secondary school education plus one year related work experience including data-entry in a high-volume and time sensitive environment

  • Strong computer aptitude with expertise in BANNER and LORIS and a working knowledge of the Microsoft Office Suite

  • Excellent problem-solving skills, including logical thinking and decision-making skills

  • Exceptional attention to detail and data-entry accuracy

  • Ability to work with a high degree of independence in a high-volume and high-paced student-centered service environment

  • Proven ability to sustain a high degree of concentration on detailed information on both paper and computer screens

  • The capacity to understand and apply University policies and procedures and the ability to accurately apply them to individual situations

  • Proven customer service skills, including the ability to use tact, diplomacy and compassion in all dealings with students who may respond with opposition and frustration to negative decisions and policies with which they are not in agreement

  • Excellent verbal and written communication skills

  • Excellent time management skills and ability to prioritize and adapt as needed in a high-volume, rapidly changing environment

  • Proven ability to work with confidential information governed by the Freedom of Information and Protection of Privacy Act (FIPPA)

 

 

 

Compensation:

Position Grade: SH-05

Rate of Pay: $27.51 - $32.37

 

 

Hours of Work:

This is a full-time, continuing position. The normal hours of work are 8:30 AM - 4:30 PM. Monday to Friday. Some flexibility may be required due to periods of high volume. When possible the manager will adjust hours so no more than 35 hours are worked in a week.

 

 

 

 

 

All Laurier employees and students are required to comply with the University's Covid-19 mandatory vaccination policyEffective May 1st, Wilfrid Laurier University will pause its proof of vaccination requirements. Should these recommendations change, vaccination requirements can be reinstated on short notice. Community members should remain up-to-date with their COVID-19 vaccinations.

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

Equity, diversity and creating a culture of inclusion are part of Laurier’s core values and central to the Laurier Strategy. Laurier is committed to increasing the diversity of faculty and staff and welcomes applications from candidates who identify as Indigenous, racialized, having disabilities, and from persons of any minority sexual and gender identities. Indigenous candidates who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact the Office of Indigenous Initiatives. Candidates from other equity deserving groups who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact Equity & Accessibility. We have strived to make our application process accessible, however if you require any assistance applying for a position or would like this job posting in an alternative format, please contact Human Resources. Contact information can be found at careers.wlu.ca/content/How-to-apply/

Should you be interested in learning more about this opportunity, please visit www.wlu.ca/careers for additional information and the online application system. All applications must be submitted online. Please note, a resume and cover letter will be required in electronic form.


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