Student and Enrolment Services is currently seeking a Full-time Temporary Relief Enrolment Services Advisor for approximately 1 year.
As a member of the Enrolment Services team, this position reports to the Assistant Registrar, Enrolment Services. Hours of work for this position are 35 hours per week, Monday-Friday. Peak operational periods, including August, September and January may require overtime and have limited opportunity for vacation. Occasional weekend overtime might also be required to support campus-wide events.
Summary of Key Responsibilities (job functions include but are not limited to):
Admission, Registration, Financial Aid, Fees, Awards, Official Student Record
Utilize and refer to the university calendar to advise students on policies and regulations related to the following: admission and enrolment requirements, fee schedule and payments, financial aid student loans and awards
Provide quality service and advice, contribute to the creation of a supportive team, and identify ways to improve services to students, colleagues and the university community
Provide troubleshooting support for student course registration; provide appropriate advising/referrals when required; follow established procedures and protocols for supporting student appeals, escalating registration issues, and processes related to course registration
Advise students about all aspects of their student financial account including charges/fee assessments, payments, credits, debits, refunds, etc.; ability to synthesize and explain all components of a student's financial account; ability to provide referrals where appropriate
Troubleshoot and advise on processes related to government student loans including loan confirmations, remittance, amendments and loan compliance; where required, collaborate with internal specialists or external government agencies to inquire about funding eligibility, loan tracking and changes to circumstances impacting student accounts
Develop an area of subject matter expertise as it relates to the key portfolio areas of the unit (fees, registration, financial aid)
Maintain foundational advising knowledge as well as specialized knowledge related to area of subject matter expertise; act as the internal team liaison for matters related
Perform specialized duties related to the area of subject matter expertise in support of the student cycle
Act as the lead for new staff training as well as regular training and updates for the team as related to area of subject matter expertise
Attend meetings, presentation, workshops, etc. related to area of expertise; report back to the team as needed
Independently review and make recommendations for enhancements to website, student communication, policies, procedures, etc. as related to area of subject matter expertise
FEE ASSESSMENT, COLLECTION & STUDENT RECORD ADMINISTRATION
Post charges related to administrative fees at the University of Calgary
Post student payments (debit, cheque, credit card) accurately and in accordance with institutional and department regulations
Continuously balance and uphold all financial audit compliance guidelines daily
Complete financial transactions and tasks daily and cash without error when reconciling
Support daily balancing and reconciliation for the office
Ability to review and identify errors in financial transactions
Generate and distribute copies of the student record (academic transcript) on demand
Support electronic document management system: Synergize
Process paper forms
Ensure that all documentation related to a student's registration is accurately processed as required and appropriate documents are electronically filed and documented
Maintain administrative schedule independently to support area of subject matter expertise; perform related tasks & duties, including presentation preparation, scheduling meetings, task based assignments, training documentation or other duties as assigned
Qualifications / Requirements:
A bachelor's degree (or higher) in a related field
A minimum 4 years directly related experience in an advisory role; must demonstrate examples of utilizing judgment within capacity of the role
A minimum 1 year experience working in a registrar's office
Demonstrated experience working in an environment with peak periods and a high volume of inquiries
Comprehensive knowledge and understanding working with Peoplesoft (student administration); Banner or similar student administration systems is required
Experience utilizing and upholding calendar regulation & policy as it relates to student/client inquiries
Comprehensive knowledge of university policies, procedures, degree programs, structure, and services
Experience utilizing call centre and CRM technology is required
Experience investigating and troubleshooting financial accounts and with payment cashiering is required
Highly developed communication skills (both written and verbal), strong listening skills and the ability to probe for additional details is required; experience explaining/resolving complex client inquiries would be an asset
Proven ability to adopt a functional leadership role within the team; demonstrated ability to take initiative and follow through on tasks and accountabilities independently
Independent critical thinker with the ability to troubleshoot and problem solve utilizing critical thinking skills
Demonstrated proficiency using Microsoft Office applications (Word, Excel, Powerpoint), Microsoft Outlook, internet browsers and web-based portals; ability to readily learn & adapt to new technologies is required
Demonstrated personal coping strategies, including the ability to manage stress levels that are moderate to high based on volume & demand
Application Deadline: January 27, 2020
We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.
This position is part of the AUPE bargaining unit, and falls under the Specialist/Advisor Job Family, Phase 2.
To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website.
About the University of Calgary
The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit ucalgary.ca.
The University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.