Document Services Assistant, Registrar's Office, Student and Enrolment Services

Position Overview

The Registrar's Office in the Student and Enrolment Services is currently seeking a Part-time Temporary (Short Term) Document Services Assistant for approximately 5 months.

Current Regular, Sessional or Recurring Part-time (RPT) Support Staff applying on this Temporary position are strongly encouraged to review Article 42.06 - Job Opportunities of the University and AUPE Local 052 collective agreement . In advance of accepting a Temporary position, affected employees are required to seek written confirmation from their manager as to whether their Regular, Sessional or RPT position will be available to return to at the conclusion of the temporary assignment.

Scans and indexes documents received on a daily basis and indexes documents to the student record in the student information system. Provides assistance to staff in utilizing the index. Efficiently manages a large volume of incoming and outgoing mail. Performs demanding and repetitive tasks over long periods of time while maintaining a very high level of accuracy as errors directly impact the efficiency of the office and the service provided to students.

The document services assistant position will be a culture champion by promoting and fostering the four values (effectiveness, respect, empathy, collaboration) that drive the Office of the Registrar culture. The positions reports to Coordinator, Administrative Services.

Regular shift is Monday to Friday from 10:00am to 3:00pm. Full-time hours and overtime may be required during peak periods. This position will be required to work on-campus.

Position Description

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

• Timely and accurately scanning and indexing of a wide variety of documents.
• Incoming mail is processed and delivered in a timely and reliable manner; outgoing mail is prepared with attention to mailing requirements and deadlines.
• Positive working relationships are maintained with colleagues and co-workers. Ensure other units within the Office of the Registrar are supported and courteously provided with efficient and dependable service.
• Recognizes problems quickly and effectively, and either corrects or suggests solutions.

Qualifications / Requirements:

•  Adaptability to work in both team and independent work environments to deliver the best service to students and staff.
• Good interpersonal and communication skills.
• Two years of document management experience, working with student records.
• Experience with scanning and indexing documents.
• Knowledge of email, Word, Excel, and working within an enterprise system (e.g., People Soft).
• Knowledge of Canada Post mailing procedures and requirements.
• Knowledge of university policies and procedures relating to document management.
• Excellent organizational and time-management skills.
• High level of attention to detail and accuracy.
• Must be able to lift boxes up to 30lbs.
• Ability to give and receive oral and written information in a timely, open and effective manner.
• Demonstrated ability to adhere to a strict policy governing confidentiality of student records.
• Ability to adapt to a dynamic work environment.
• Willing to assist other units within the Office of the Registrar in peak periods.

Application Deadline:  December 15, 2021

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 I.

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. 

COVIDSafe Campus Strategy

The University has implemented a new Vaccination Directive that requires all faculty and staff to be fully vaccinated against COVID-19 by January 1, 2022. You will be required to upload proof of vaccination prior to commencing your duties. Please review the COVIDSafe Campus website for further information and access to additional resources.

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 has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High, committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

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.