Student Systems Support Analyst

DUTIES

Reporting to the Associate Registrar, Systems and Reporting the Student Systems Support Analyst provides service-oriented support, training and project leadership for staff and faculty at TRU as a functional-technical expert of various student systems and reporting tools. The areas of support span student recruitment, admissions, advising, student awards and financial support, scheduling, curriculum governance, registration, records and convocation.

The Student System Support Analyst develops expert knowledge and understanding of the day-to-day registrar's office procedures in a continuous effort to understand and relate the impact they have on the data integrity and functioning of the student systems and reporting tools. Using this basis, this position maintains system functionality by providing project leadership in developing procedural protocols and training staff in new and established protocols; configuring and testing existing and new student related systems, and assists in solving escalated issues. This position requires a significant amount of independent thought and analysis to come up with strategies and solutions to identify and resolve procedural gaps and to prevent miscommunications from arising.

MAJOR DUTIES & RESPONSIBILITIES

1. Functional expert on the day-to-day tasks of Enrolment Services and provides functional training and assistance to Enrolment Services staff and all TRU employees on student and associated reporting systems. Develops training programs and documentation as well as delivers group or one-on-one sessions as needed on new functionality, process changes, and program upgrades. Stays up to date on new Enrolment Services initiatives and on trends and best practices across the higher education sector.
2. Responsible for ensuring the functional aspects of student related systems are set-up in compliance with TRU policies and procedures, and are executing properly. Troubleshoots related issues through a variety of means including providing training, fixing, or escalating the issue to other team members, other departments within the University, or external agencies/consultants. Represent TRU on various working groups and committees within the province.
3. Acts as lead on assigned projects.
4. Maintains current knowledge of Senate and Board policies, admissions and registration procedures, TRU Calendar content, government policies, transfer credit articulations, accreditation agreements, related procedures, and applicable legislation.
5. In accordance with Senate and Board policy and departmental procedures, troubleshoots student system data entry issues and assesses duplicate TRU General Person records, fixes accordingly, and maintains confidentiality of documents and records.
6. Participates in the research, implementation and/or design of business solutions for student related systems. Ensures student related systems are configured in an optimal way. Plays a lead role in troubleshooting student system related functionality and process.
7. Creates and maintains Senate and Board approved TRU programs in student related systems to allow admissions and graduation of students in a wide range of programs in accordance with both internal and external policies.
8. Creates and maintains course catalogue entries for TRU approved courses, Continuing Education, and Consortium courses. Builds course sections including detailed section fees to be in compliance with Board policy and maintains related computer system functions.
9. Collaborates with other TRU stakeholders on developing standards and procedures by participating in institutional committees.
10. Compiles and distributes reports both internally and externally; assembles and maintains resource material including calendars, manuals and records; and maintains confidentiality of documents and records. Creates documentation and user manuals for various student related systems.
11. Provides administrative support such as producing notices, staff meeting and training notes, as well as record-keeping.

REPORTS TO
Associate Registrar, Systems and Reporting

QUALIFICATIONS

EDUCATION:

• Bachelor's Degree or equivalent post-secondary education with a background in business process, training and documentation or related area

EXPERIENCE:

• Five years' experience in a post-secondary institution directly related to admissions, registration, fee assessment or cashier, and records which includes in-depth experience with office software skills - spreadsheet, communications, reporting and word processing, particularly Excel, Word, Sharepoint, and Outlook

SKILLS, KNOWLEDGE OR ABILITIES RELATED TO THE JOB

• Proven ability to explain complex processes and procedures to non-technical end-user staff and faculty
• Demonstrated ability to communicate 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
• Accountable and confident in own ability and judgment and willing to take the lead in problem-solving and training situations
• Ability to work both collaboratively with teams and independently

WORKING CONDITIONS

• Sitting at desk and computer for long periods of time
• General office conditions