Records Maintenance Clerk

EXISTING CNC CUPE Employees:

For all Administrative postings please disregard the following statement. For CUPE postings please refer to Article 9.01 (d) of the CUPE Collective Agreement to ensure you have met the eligibility requirements to apply to CUPE competitions.

Employment Status Full Time Employment Type Leave Replacement Job Summary Specific Duties

• Responds to inquiries from students and the general public regarding program/course information, applications, admission requirements, registration, fees, transcripts and grades.
• Enters and updates student application information, transfer credits, course exemptions and PLA results.
• Produces various reports and student records information for distribution to departments and individuals as required or requested including such reports as course timetables, student schedules, class lists, grade sheets, student grade statements, faculty grade verifications, sponsorship lists, transcripts and course section enrolments.
• Inputs and updates grades on student record system ensuring a high degree of accuracy.
• Identifies, investigates and corrects inconsistencies or errors in student record database and bring to attention of the Registrar.
• Provides data entry and records maintenance on student record system of program, course and student information for Regional campuses.
• Performs typing and file creation associated with student applicant records.
• Processes student withdrawals and fee refunds as required or requested by students, counselling/advising personnel and academic departments.
• Processes student fee refunds for cancelled courses or programs.
• Collects and cancels fees including processing of sponsorships and contacting sponsoring agencies concerning fee payments
• Notifies students by phone or mail regarding changes to enrolment records and schedules.
• Provides input and feedback regarding admissions and registration processes and procedures.
• Informs, as necessary, regional campuses, sponsoring agencies and departments of changes regarding applications, fees and procedures.
• Provides records maintenance support and course and program information to public services personnel to enable them to complete student registrations with a high degree records accuracy.
• Provides information and instruction to public service personnel for apprentice application entry, program registration and group photo Ids.
• Supports public service personnel daily and during peak registration periods by providing assistance with processing student withdrawals, data entry of applications, course registrations, fee collection and enrolment changes.
• Provides, as required, training and instruction to public services personnel regarding data entry processes and standards.
• Enters, updates and revises course timetables ensuring that applicable codes and variants are appropriate and accurate.
• Assists with admission, registration and tax receipt mailings.
• Produces official college transcripts for mailing and delivery as requested by students.
• Adheres to college and legal requirements regarding the privacy and confidentiality of student information and records.
• You will be part of a team actively engaged in contributing to and accomplishing the vision, mission, and goals of the College and in supporting the aspirations and needs of our learners.
• You will promote a positive work atmosphere by interacting and communicating in a professional manner that demonstrates mutual respect with students and colleagues.
• Other related duties as assigned by the Registrar.

Skills & Qualifications

• Completion of a certificate program in applied business technology or business administration with 2 years recent office experience or; Grade 12 with 3 years recent and relevant office experience.

• Minimum 2 years or more recent office experience.
• Minimum 3 years or more grade 12 with 3 years recent and relevant office experience.

• Typing/Keyboarding skills of 50 wpm with an accuracy rate of 90%.
• Training and/or recent experience in data entry, word processing and information processing.
• Excellent communication skills and the ability to interact well with students, staff and the general public.
• Good interpersonal skills with a high degree of sensitivity to student needs.
• Good organization skills and the ability to work towards critical deadlines, within time constraints and with frequent interruptions.
• Knowledge of post-secondary educational offerings, operations and admissions and registration processes.
• Ability to maintain a high level of accuracy in data entry and records maintenance.
• Ability to work independently.
• Ability to maintain confidentiality and privacy requirements with regard to the position and to student information.

Band G Grade NA Salary $62,429 Location Prince George CNC Campus Prince George Province BC Country Canada Department Office of the Registrar Posting Detail Information Posting Number 24-020SP
Employee Group Operational
Desired Start Date 05/01/2024
Position end date (if temporary or seasonal)06/30/2024
Additional Appointment Details
Number of Hours per week 35
Posting Competition Status Accepting Applications
Open Date 04/19/2024
Screening/Close Date 04/26/2024
Remain Open Until Filled Yes
Special Instruction/Details to Applicant