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Transcripts Assistant, Enrolment Services, Student and Enrolment Services

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Job ID: 14453

Updated: January 23, 2018

Location: Main Campus

Position Overview

The Enrolment Services within Student and Enrolment Services is currently seeking a Recurring Part-time Transcripts Assistant.

Reporting to the Associate Registrar, Enrolment Services and directly to the Coordinator of Examinations and Grades for day to day operational duties. This position supports all aspects of daily transcript requests, process and distribution while upholding the accuracy and integrity of the student record. This includes support for transcripts grades, examinations and enrolment verification.

The incumbent must have strong organizational skills, the ability to work independently with little supervision and work well as a team member. This position requires a high level of confidentiality accuracy and efficiency related to data entry. Attention to detail is essential, The incumbent must demonstrates time management and flexibility, ability to manage moderate stress levels. Ability to communicate and contribute to a team and have the ability to work independently with limited supervision. Excellent communication skills in person, electronic and phone are essential. Ability to demonstrate a high level of accuracy and attention to detail when completing daily cash out and deposits to meet audit and compliance regulations.
Requires tact, diplomacy and good judgment when corresponding with students. Demonstrate the ability to communicate effectively in person, telephone, and electronically and uphold the confidentiality policy of the University. Assists with the manual data entry of grades, and assists the Examinations and Grades Coordinator during examination periods and as needed. Overtime during final exams and deferred exam period is anticipated throughout the annual cycle to support operations.


Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

  • Process large volumes of transcript request daily via data entry in PeopleSoft
  • File and track payments for transcript requests and grade changes
  • Accountable to all students to provide confidentiality of their records and to ensure that their requests are professionally met in a timely manner and adhere to the University of Calgary policies
  • Willingness and ability to provide assistance as required by the Coordinator of Examinations and Grades
  • Contribute to the successful transcript request and grades processes for students including supporting the development, and execution of the final Exam and deferred exam period as related to administrative preparation, proctoring, entry of grades and communications
  • Maintain records and compiles statistics and reports as required with utmost accuracy
  • Exercise confidentiality and uses good judgment
  • Ensure transcripts are ordered, reviewed and disbursed efficiently and accurately; supports
  • Accountable for ensuring record information is accurately reflected on the student record
  • Support the Coordinator of Exams and Grades with day to day operations and with Printing Services for the printing/re-printing of transcripts
  • Under direction of the Associate Registrar, supports administrative coverage for the External Exam Centre
  • Accountable for responding to phones and email inquiries associated with transcripts in a timely manner
  • Provide functional support to other units within the Office of the Registrar as needed during down times. This includes, but is not limited to, supporting Admissions, Exams, External Exam Centre, Enrolment Services, Systems and Reporting and Document Services

Qualifications / Requirements:

  • A minimum one year of university level studies, from a recognized/accredited post-secondary institution with a minimum of 3 years of related experience, is preferred
  • Expertise in high volume data entry and financial transactions including deposits
  • Knowledge of University policies and procedures including calendar regulations
  • Ability to use PeopleSoft student system, Electronic document management system as asset
  • Demonstrate problem solving skills and use critical thinking skills to prioritize day to day activities
  • Excellent organizational skills
  • Ability to contribute to the goals of the Examinations and Grades unit as they align with the University Effective interpersonal communication skills essential
  • Demonstrated successful experience being a positive supporter of change in a complex, people-oriented environment
  • Ability to deal with multiple high volume tasks, and to communicate priorities
  • Communicates clearly and effectively through written and verbal communications
  • An ability to monitor and execute plans to meet objectives, including engaging in very detailed work
  • Superior attention to detail with a high volume of work is essential for success
  • An ability to review and recommend changes to the workflow and procedures
  • An ability to manage own workload to maintain productivity and effectiveness and maintain own wellness, and to support team members when required
  • Required: Functional knowledge of Word, Excel, SharePoint
  • Working knowledge of information and privacy legislation and university policies

Application Deadline: December 14, 2017

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.

Additional Information

This position is part of the AUPE bargaining unit, and falls under the Operational Administrative Job Family, Phase II.

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

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.


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