Student Systems Support Specialist

DUTIES & RESPONSIBILITIES

The role involves developing, implementing and maintaining approved fee structures according to TRU policy and building and maintaining the billing rules in the student registration system.

• Liaising frequently with Finance Department with respect to fees and registration.
• Troubleshooting and manually adjusting fees when required, possibly correcting student records and/or section and schedule billing tables.
• Explaining fees and refund structures to the TRU community.
• Functional expert on the day‑to‑day tasks of the Registrar’s Office; providing functional training and assistance to Registrar staff and other TRU employees on student and associated reporting systems.
• Developing training programs and delivering group or one‑on‑one sessions as needed.
• Assisting in coordination of other staff by providing instruction and assignments to specific tasks/situations, especially for testing or training in recent functionality and upgrades.
• Troubleshooting student system data entry issues and assessing duplicate TRU General Person records, fixing accordingly, and maintaining confidentiality of documents and records.
• Creating and maintaining Senate and Board approved TRU programs in student‑related systems to allow admissions and graduation in a wide range of programs in accordance with internal and external policies.
• Ensuring the functional aspects of student‑related systems are set up in compliance with TRU policies and procedures and are executing properly.
• Troubleshooting related issues through training, fixing, or escalating to other team members, departments or external agencies/consultants.
• Maintaining current knowledge of Senate and Board policies, admissions and registration procedures, TRU Calendar content, government policies, transfer credit articulations, accreditation agreements, and related procedures.
• Acting as a consultant to other areas in the Registrar’s Office to modify procedures for compliance.
• Creating and maintaining course catalogue entries for TRU approved courses, Continuing Education and Consortium courses.
• Building course sections including detailed section fees in compliance with Board policy and maintaining related computer system functions.
• Collaborating with other TRU stakeholders in developing standards and procedures through institutional committees.
• Participating in research, implementation and/or design of business solutions for student‑related systems.
• Ensuring student‑related systems are configured in an optimal way.
• Playing a lead role in troubleshooting student system related functionality and process.
• Compiling and distributing reports internally and externally; assembling and maintaining resource material including calendars, manuals and records; maintaining confidentiality of documents and records.
• Creating documentation and user manuals for various student‑related systems.
• Providing administrative support such as producing notices, staff meeting and training notes, and record‑keeping.

• 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.

• 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.
• Accountability and confidence in own ability and judgment, willing to take the lead in problem‑solving and training situations.
• Proven adaptability and flexibility, enthusiastic about 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.

• Sitting at desk and computer for long periods of time – general office conditions.

Reports to Associate Registrar, Systems and Reporting.

The salary for the above position is determined by the Collective Agreement with the Canadian Union of Public Employees, Local 4879, as it presently exists.