Team Lead - Student Records

​COMPETITION NUMBER: 936
CLOSING DATE: NOVEMBER 06, 2024

ENROLMENT AND COMMUNICATIONS

NorQuesters are difference makers and we’re searching for someone with a passion for student access, success and a customer service focus to find ways forward and be boldly curious and intentionally courageous in helping make a difference in the lives of our learners as they navigate their educational journey.

Reporting to the Associate Registrar, Enrolment, the Team Lead, Student Records is responsible for the effective management, organization, direction and development of a strong, vibrant and trusted team and the day-to-day operations facilitating the achievements of NorQuest College’s strategic goals.

The primary purpose of the Team Lead, Student Records is to lead Credential Audit Analysts and Records Management Representatives through the yearly academic cycle by planning and collaborating with college areas to ensure smooth transition through the entire life cycle of the student.  This includes but is not limited to various items which would lead up to the students’ program completion while successfully communicating with the student any foreseen impacts on their educational outcome. Responsibilities include setting and communicating appropriate expectations for performance and behaviour and managing those expectations within the team to meet operational objectives, acting as key internal liaison, collaborator and negotiator with and for the College on all graduation related matters, process development and implementation, and high quality credential and academic record decisions that meet the changing needs of students as well as NorQuest strategic enrolment goals, and NorQuest policies and procedure.

The Team Lead works regularly with Admissions, Enrolment & Records units and OR leadership to resolve issues, implement process improvements, and relay information to other areas in the college.

The Team Lead, Student Records may be required to act on behalf of the Associate Registrar, Enrolment when the Associate Registrar is absent.

HOW YOU’LL MAKE A DIFFERENCE:

Unit Supervision and Team Leadership

• Supervises, regularly evaluates, and recommends development opportunities to the Credential Audit Analyst and Records Management Representative staff.
• Implements goals, expectations and standards set by OR management.
• Implements service standards and work schedules.
• Ensures unit staff are using the PeopleSoft system appropriately; ensures data entry is timely and correct and student records are maintained according to policy.
• Leads credential and records management activities on a day-to-day basis.
• Oversees the issuing of transcripts, credentials and the determination of eligibility to graduate.
• Ensures unit’s communications are clearly written and accurate.
• Responsible for the administration of credential and records representative operational policies. Interprets directives, policies and guidelines for the units.
• Identifies and resolves escalated student issues as they relate to Credential Audit Analyst and Records Management Representative unit activities.
• Identifies, documents, and communicates credential and records patterns and issues.
• Advises staff and student on credential and records requirements and processes.
• Prepares reports, summaries or other documents as required for OR management.  Reviews and interprets team related reports.
• Collaborates and assists with the Convocation Committee to aid in the successful roll out of Convocation events.
• Attend Convocation Ceremonies to oversee student gowning and parchment distribution, as well as training of staff and volunteers and assist where needed.
• Oversees ongoing updating of training materials, unit manuals, and other reference resources for the Credential Audit Analyst and Records Management Representative units.
• Coordinate testing of new initiatives and systems solutions for team.

Continuous Process Improvement

• Develops and implements unit business practices and process improvements in conjunction with OR managers, program areas, assigned working groups, and other OR administrative units.
• Coordinates and continually reviews opportunities for improvement to workflow for credential evaluation, records maintenance, and reports.
• Identifies, investigates, and escalates current or future issues within the credential evaluation/production or records area and provides recommendations for solutions to the Associate Registrar.
• Based on direction from Registrar and Associate Registrar, researches and investigates issues as related to credential and student records best practices.

Internal Stakeholder Engagement

• Build and establish highly effective working relationships with internal stakeholders that foster collaboration and alignment to better support our students' needs and goals which entails engaging in regular communication, working groups and enrolment-related initiatives.
• Collaborate with the Associate Registrar to ensure that enrolment goals are met.
• Liaise with program areas to improve enrolment activities for learners and faculty.
• Identify issues and propose solutions to leadership, program areas, and enrolment team to drive continuous improvement, enhance the overall student experience, and uphold registrarial quality standards.
• Organize learning and training sessions on technology tools and systems.

WHAT YOU BRING:

• Post-secondary Bachelor's Degree; preferably in Communications, Business, or Education.
• A minimum of 5 years of experience or related careers in a post-secondary setting is required.
• Equivalencies will be considered.
• Knowledge of PeopleSoft would be an asset.
• Demonstrated experience working in a leadership role and with different levels of leadership to engage and influence positive outcomes.
• Team-building experience.
• Use of a student information system (PeopleSoft preferred).
• Knowledge of records management and maintaining integrity of records.

WHAT MAKES YOU A DIFFERENCE MAKER?

As a difference maker you bring:

• Excellent communication skills – oral, written and interpersonal.
• Exceptional customer service and interpersonal skills required.
• An ability to exercise judgement within established guidelines.
• A positive and professional attitude and the ability to work independently and as a team member is essential.
• Critical thinking, problem-solving and research skills.
• Intermediate knowledge of Microsoft Office suite of products (Word, Excel, Outlook).
• Must be able to remain calm in demanding situations and appropriately deal with stress resulting from situations.
• Knowledge of FOIP.

SALARY:  $61,635 - $80,033 annually reflective upon what you bring AKA your education and experience. We are looking for one full-time AUPE permanent position that provide immediate access to our great pension and benefits programs.

We offer flexible work options. We strive for balance between a flexible work environment, connectedness to the campus community, and ensuring NorQuesters are set up to succeed in their roles and responsibilities.

Additional Information: Pre-Employment Checks will be completed to assess the candidate’s suitability for a role. These checks may include (but are not limited to): references, criminal record check, academic verification, etc.

For applicants who have completed post-secondary studies from outside of Canada, it is recommended they obtain an assessment of their credentials from a recognized Canadian Credential Evaluator, such as:

• International Qualifications Assessment Service https://www.alberta.ca/international-qualifications-assessment
• World Education Services https://www.wes.org/ca/

We encourage applicants to include the assessment certificate as part of their application.

This competition may be used to fill future vacancies, across NorQuest College, at the same or lower classification level.

Our Commitment to Equity, Diversity, and Inclusion: We're on a journey to become an inclusive, anti-racist, and decolonized organization. NorQuesters are trailblazers – we are curious, creative, and innovative - our lived experiences are honoured, creating accessibility and a sense of belonging for everyone.

NorQuest 2030 We Are Who We Include shares our strength and difference comes from who is included, and along with our students we are learning and growing to listen deeply and say what we feel.

NorQuest College is committed to being an employer of choice for First Nations, Métis, and Inuit people by recognizing, respecting, and supporting Indigenous people's self-determination through the institution’s work in decolonization, reconciliation, and Indigenization.

Accessibility: At NorQuest, we are who we include. We strive to provide access and accommodation throughout the recruitment, application, and selection process. We want to create opportunities for you to confidently be your authentic self. If you would like an accommodation at any stage of the process, please reach out to Careers@norquest.ca.

Apply to Become a NorQuester: If this opportunity delights you and your expertise will shine in this role, we invite you to apply for this position online by uploading your resume and cover letter combined as one document.

PSST: Only candidates shortlisted for an interview will be contacted and we’ll make sure to do this within 28 days of the closing date.