JOB FACT SHEET
POSITION INFORMATION
Position Number: 10362
Current Grade (if applicable): 9
Working Title: Admissions & Records Coordinator
Faculty/Department: Campus Saint-Jean
Department ID: Click here to enter text.
Incumbent Name (if applicable): Click here to enter text.
Campus Address: Click here to enter text.
Campus Phone Number: Click here to enter text.
E-Mail Address: Click here to enter text.
Hours of Work/Week: Choose an item.
 Actual Hours Worked (if Part-Time): Click here to enter text.
Name of Supervisor: Click here to enter text.
Title of Supervisor: Click here to enter text.
Supervisor’s Phone Number: Click here to enter text.
Supervisor’s Email Address: Click here to enter text.
Position Type: Choose an item.
 If OTHER, please indicate Position Type: Click here to enter text.
Special Requirements:
Home Internet Access: Choose an item.
Professional Accreditation: Choose an item.
Conflict of Interest Disclosure: Choose an item.
Second Language: Choose an item.
SIGNATURES: The signatures below indicate that all parties have read and discussed the content of the JFS
EFFECTIVE DATE (if different from date signed): Click here to enter a date.
FINANCIAL AUTHORIZATION:
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INCUMBENT (if applicable):
SUPERVISOR:
DEPARTMENT HEAD/TRUSTHOLDER:
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1. SIGNIFICANT CHANGES SINCE LAST REVIEW
2. POSITION SUMMARY
Reporting to the Assistant Dean, Student Affairs, the Coordinator, Admissions & Records is responsible
for the design, implementation and management of efficient and effective admissions and student
records services within Campus Saint-Jean (CSJ), including but not limited to: admissions, enrolment
management, student records, academic advising, grade approval, course registration, student
graduation, and referral services on Campus / UofA.
3. RESPONSIBILITIES/ACTIVITIES: Group activities into categories and list in point form each
duty performed until the major elements of the position are represented. Review each
statement to ensure that it accurately describes what is done and briefly, how it is done.
Please indicate the percentage of time spent on each of the major activities listed
Undergraduate Student Admissions Management (65%)
 Ensures effective operation of undergraduate student admissions
(admissions, credit evaluation, academic counseling, academic advancement, grade
approval, registration, graduation of students)
 Evaluates admission procedures for CSJ and liaises with the Registrar's Office
 Supports the Associate Dean, Academic in handling academic appeals
 Acts as French Language Specialist for the Registrar's Office concerning applications,
transfer of credit, and transcripts
 Develops enhancements to admission procedures for domestic and international
students
 Develops, in collaboration with the Senior Recruitment Officer and the Assistant Dean,
Student Affairs, on action plan to improve international student attraction and
retention
 Participates in international and national recruitment activities in collaboration with the
Assistant Dean, Student Affairs
 Recommends graduation eligibility to CSJ's Executive Committee and Faculty Council
 Identifies deficiencies in English for non-Anglophone applicants and reviews English
Language Proficiency policies in collaboration with the Assistant Dean, Student Affairs
 Applies procedures for the Education Program Admission Test (TAE) delivered by the
Centre d'enseignement et de recherche en francais (CERF) and ensures any necessary
follow up
 Assists the Director of Academic Administration and Governance in matters related to
the admission sections and other pertinent sections of the University Calendar and
proposes changes as required
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Completes statistics on admissions and enrollment
Graduate Student Admissions Management (15%)
 Ensures effective operation of graduate student admissions services (admission, academic
advising, grade approval, registration, graduation of students)
 Acts as the Graduate contact for CSJ
Enrolment Management (6%)
 Administers the admission process and monitors applicants
 Participates on Registrar's Office committees meetings pertaining to admissions and
records issues
 Ensures that information on the CSJ website pertaining to admissions is accurate and
presented in a clear and appealing manner
 Analyzes admissions data and makes recommendations and identifies trends and
Issues
Academic Advising Appeal (8%)
 Delegated by the Associate Dean, Academic to sign off on his behalf for undergraduate
admission related situations including:
o Add/Delete form
o Withdrawal form
o Deferred exams form
 Manages the academic assessment process
 In collaboration with the Associate Dean, Academic, prepares the documentation and
ensures that students are notified in writing if they received a marginal standing or if
they are required to withdraw
 Advises students of the procedures to follow to appeal decisions
 Advises on complex or non-routine queries with respect to admissions, program
requirements, course registration withdrawals and academic standing, and processes
appeals and petitions in these areas
 Collaborates with the Office of the Registrar on matters related to academic evaluation
and graduation for all undergraduate students at CSJ
 Advises Section Heads on CSJ policies and procedures related to admissions and
records and monitors activities to ensure that University and CSJ policies are followed;
 Supports the Associate Dean, Academic, as required, with student disciplinary cases
Student Academic Records Management (8%)
 Oversees centralized student academic records activities on behalf of CSJ
 Ensures that records are maintained and are utilized in a accordance with
administrative procedures required by CSJ and in accordance with the Freedom of
Information and Protection of Privacy (FOIPP) legislation
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Ensures the integrity of all undergraduate and graduate student files
Manages procedures to maintain comprehensive current and historical data used for
reporting, decision-making and planning purposes, including trend analyses and
changes
Provides expert advice to CSJ on specific functions of the PeopleSoft system
Identifies and conducts first-stage investigation into problems with PeopleSoft; collects
relevant information and, based on a functional knowledge of the system, determines
the solution or if unable to do so, documents the problem for follow up for the
Registrar's Office
During upgrades and new development projects, tests and evaluates the new
processes and modules for CSJ
International and National Program Exchange (4%)
 Oversees requests for students abroad and exchange programs for CSJ's students
(Incoming and Outgoing)
 Authorizes transfers of credits
Referral to other resources (2%)
 Implements strategic planning of policies, procedures and follow-up on students assessed
by SSDS
 Manages referral activities for students to other appropriate resources on Campus and
In the Community, such as University Health Services, Student Counseling Services,
and Academic Support Centre
4. KNOWLEDGE: Identify the minimum formalized training/education and/or qualifications
required to prepare an individual to be functional in the position.
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Post-secondary education of a Bachelor’s degree or less with greater than 18 months to become
functional in the role
Thorough knowledge and experience with the University of Alberta academic
regulations, especially in the areas of admissions, records, the calendar, the Code of
Student Behavior, GHC Policy, registration, evaluation procedures, and the University
grading system, examinations, academic standing and appeals and grievances
Understanding of FOIPP and Human Rights legislation as it relates to interaction with
undergraduate and graduate students, parents, faculty and staff
Demonstrated experience in admission management, enrollment management and
student record management with broad understanding of the strategic issues
involved
Superior interpersonal skills including the ability to listen and communicate effectively
and sensitively, including cross-cultural sensitivity and an ability to counsel distressed
or difficult individuals
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Expert knowledge to the University's Peoplesoft software records management system
Strong technological orientation and proficiency with processing, databases and other
computer applications
Exceptional organizational skills, including project and resources management skills
Strong analytical and problem solving skills
Ability to exercise superior, independent judgment on a day-to-day basis
Demonstrated leadership ability with excellent coaching and supervisory skills
Ability to work under pressure with demanding workload
Ability to prioritize work, make independent decisions based on previous experiences,
established precedents and official policies, and acts in a proactive manner
Proven dedication to superior customer service with a strong commitment to student
services
Awareness of issues throughout the University and in higher education in general
Bilingual fluency in French and English language, both written and oral
5. INDEPENDENCE OF ACTION: Describe the initiative required, the creativity and original
thought, and also the amount of direction and control received from the supervisor or standard
practices and precedents.
A. What types of decisions are made independently?
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Functions independently under the general guidance of the Associate Dean, Academic
and the Assistant Dean, Student Affairs
Determines eligibility of admission and evaluates transfer credits
Recommends admission policy procedure changes
Has to authority to sign various academic forms on behalf of the Associate Dean,
Academic
B. For what actions is it necessary to consult someone? Are approvals or instructions verbal or in
writing?
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Exceptions to established policies and procedures - verbal or written
Special admission cases that require approval of the Associate Dean, Academic verbal or written
Transfers credits where the Associate Dean, Academic or the Academic Advisor needs
to be consulted - verbal or written
Situations with students discipline
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6. CONSEQUENCE OF ERRORS: Identify the extent of losses which result from mistakes in
judgment or poor decisions (typical instances, not rare or extreme ones), and the responsibility
for safety of others.
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Incorrect information provided to staff, students and general public regarding
admissions, program changes, CSJ or UofA regulations. This could result in misleading
people, confusion, and enrollment losses
Incorrect or inaccurate evaluation of transfer credits. This could cause a student to
take a similar course or not take a course that should be take, resulting in credits
extra to degree or lacking for convocation
Inaccurate statistics. This could have an impact on policy-making and strategic goal
setting
Writing incorrect information, misspelling of names, incorrect dates, etc.
Correspondence not proofread correctly
Out-of-date information accessed by the public on the website
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Varying consequences due to incorrect information being released
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7. CONTACTS: Identify the contacts and the purpose of the interaction.
A. Inside the University
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Dean - occasionally - provides information or statistics
Associate Dean, Academic - frequently - consult on exceptional admission cases; seek
advice on transfer credits; drafts correspondence and provides administrative support;
supply information
Assistant Dean, Student Affairs - frequently; consults on academic policies and
procedures; consults on course and program changes, supply information and
statistics as required
Student Records Administrator and Student Information Officer - consults on
admissions and records issues
Academic Advisor and Department Chairs - occasionally - evaluates transfer credits;
consults on academic issues
Office of the Registrar - occasionally - consults on admission and transfer credit
issues; discuss procedural changes; consults on record-related matters
Office of the Student Awards - occasionally
International Centre
SSDS Office
Directors of divisions of CSJ
International Admission Office
FGSR Office
Various faculties (joint agreements)
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Information and Privacy Office - occasionally - consults on FOIPP matters
B. Outside the University
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High school and post-secondary advisors and counselors - frequently - responds to
admission and transfer credit questions
Prospective students - occasionally - provides information on admissions, CSJ and
UofA policies and procedures, program requirements
Third parties: e.g. Alberta Learning, Alberta Teachers' Association - occasionally provides information as guide by FOIPP
Senior administration of other universities and colleges
Parents
Prospective National and International Students
Alberta Advanced Education
Alberta Education
Certain Canadian Embassies
Centre d'emploi de l'Alberta
C. Information Sources
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PeopleSoft
University Calendar - daily
Grade conversion guide - daily
Associate Dean, Academic - frequently
Student Records Administrator - frequently
Student Information Officer - frequently
Staff in the Office of the Registrar - frequently
Transfer guides - frequently
Other post-secondary calendars - frequently
Students - occasionally
Academic Advisors and staff in the Faculty and Department Offices - occasionally
International Centre Staff - occasionally
Staff at other post-secondary institutions - occasionally
Information and Privacy Office Staff - occasionally
Academic policies and procedures - occasionally
Various sites of Canadian and Foreign universities
Internet
Information Provided to Others
• Registrar's Office
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• Students
• Academic Advisor
• Explain CSJ and UofA policies, procedures and regulations to students, staff and
general public
8. SUPERVISION: If this position is not required to supervise staff, please indicate “n/a”.
A. Describe all aspects of formal supervision required of this position. Please be sure to complete
Part B.
• Responsible for all aspects of supervision for 3 FTE positions: Admissions Assistant,
Admissions/Records Advisor, and Academic Student Advisor
B. Please indicate how many staff members are supervised by the position.
Full-time employees: 3
Part-time employees:
Casual employees:
9. PHYSICAL DEMANDS: Describe the degree, frequency, severity, intensity and continuity of
physical activity and/or intense visual concentration required.
A. Activities
• Intense visual concentration when using the computer and evaluating files
• Sitting for long periods of time while working on the computer or on files, answering
phone inquiries, meetings with staff or students
• Occasional evening and weekend work
• Occasional Provincial, National, and International travels
• Other miscellaneous activities involving events on or off CSJ
B. What types of equipment or tools are used in the job?
• Computer and printer;
• Lap top;
• Fax machine;
• Photocopier;
• Internet;
• Telephone and voice mail
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10. WORKING CONDITIONS: Describe the disagreeable aspects of the job environment in
relation to employee safety and comfort, and the severity and frequency of exposure to
workplace hazards.
Standard office environment
11. SIMILAR POSITIONS AT THE UNIVERSITY OF ALBERTA: Please list any position numbers,
titles, departments or incumbent names that may be considered to be similar.
Other similar roles on campus
12. ORGANIZATION CHART: An organization chart is mandatory for the evaluation process to
be completed. You may include this as a separate attachment or file may be pasted/
embedded below
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