Under the direction of the Associate Registrar, Systems and Reporting, the Student Systems Support Specialist provides service-oriented support for staff and faculty at TRU as a functional expert of various student systems and reporting tools. The areas of support span student recruitment, admissions, advising, student awards and financial support, scheduling, curriculum governance, registration, records and convocation.

The Student System Support Specialist has expert knowledge and understanding of the day-to-day registrar's office procedures and the impact they have on the data integrity and functioning of the student systems and reporting tools. Using this basis, this position maintains system functionality by updating validation tables in an enterprise relational database; training staff in new and established procedures; and configuring and testing existing and new student related systems.

MAJOR DUTIES & RESPONSIBILITIES

• Develops, implements and maintains approved fee structures according to TRU policy and builds and maintains the billing rules in the student registration system.

• Liaises frequently with Finance Department with respect to fees and registration. Trouble shoots and manually adjusts fees when required which may also require correction of the student record and/or section and schedule billing tables. Explains fees and refund structures to the TRU community.

• Functional expert on the day-to-day tasks of the Registrar's Office and provides functional training and assistance to Registrar staff and all TRU employees on student and associated reporting systems. Develops training programs and delivers group or one-on-one sessions as needed. Assists in coordination of other staff by providing instruction and assignment to specific tasks/situations especially for testing or training in new functionality and upgrades.

• In accordance with Senate and Board policy and departmental procedures, troubleshoots student system data entry issues and assesses duplicate TRU General Person records, fixes accordingly, and maintains confidentiality of documents and records.

• Creates and maintains Senate and Board approved TRU programs in student related systems to allow admissions and graduation of students in a wide range of programs in accordance with both internal and external policies.

• Responsible for ensuring the functional aspects of student related systems are set-up in compliance with TRU policies and procedures, and are executing properly. Troubleshoots related issues through a variety of means including providing training, fixing, or escalating the issue to other team members, other departments within the University, or external agencies/consultants.

• Maintains current knowledge of Senate and Board policies, admissions and registration procedures, TRU Calendar content, government policies, transfer credit articulations, accreditation agreements, and related procedures. Acts as a consultant to other areas in the Registrar's Office to modify procedures to be in compliance.

• Creates and maintains course catalogue entries for TRU approved courses, Continuing Education and Consortium courses. Builds course sections including detailed section fees to be in compliance with Board policy and maintains related computer system functions.

• Collaborates with other TRU stakeholders on developing standards and procedures by participating in institutional committees.

• Participates in the research, implementation and/or design of business solutions for student related systems. Ensures student related systems are configured in an optimal way. Plays a lead role in troubleshooting student system related functionality and process.

• Compiles and distributes reports both internally and externally; assembles and maintains resource material including calendars, manuals and records; and maintains confidentiality of documents and records. Creates documentation and user manuals for various student related systems.

• Provides administrative support such as producing notices, staff meeting and training notes, as well as record-keeping.

REPORTS TO
Associate Registrar, Systems and Reporting

QUALIFICATIONS

EDUCATION:

• Associate Degree or two-year diploma, or equivalent post-secondary education, with a background in bookkeeping or accounting

EXPERIENCE:

• Five years' experience in a post-secondary institution directly related to admissions, registration, fee assessment or cashier and records

• In-depth experience with office software skills - spreadsheet, communications, reporting and word processing, particularly Excel, Word, SharePoint, and Outlook

SKILLS, KNOWLEDGE OR ABILITIES RELATED TO THE JOB

• Demonstrated ability to deal courteously and tactfully when dealing with others, even when faced with challenges and obstacles

• Extensive knowledge and understanding of Registrar Office functions from admissions through graduation

• Excellent organizational skills with proven experience prioritizing own workload while working under pressure to attend to fine details, produce accurate work and meet deadlines

• Ability to use policy and departmental procedures to problem-solve day-to-day issues

• Ability to enter essential data accurately and efficiently into an enterprise relational database as well as fix errors in entry and processes

• Accountable and confident in own ability and judgment and willing to take the lead in problem-solving and training situations

• Proven adaptability and flexibility, enthusiastic to new ideas and approaches

• Proven ability to explain complex processes and procedures to non-technical end-user staff and faculty

• Ability to communicate with tact, diplomacy and discretion to a variety of audiences

• Ability to work both collaboratively with teams and independently

WORKING CONDITIONS

• Sitting at desk and computer for long periods of time
• General office conditions