JOB FACT SHEET
POSITION INFORMATION
Position Number: 15158
Current Grade (if applicable): 6
Working Title: Student Services Coordinator
Faculty/Department: MBA Program, Alberta School of Business
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
This is a new position.
2. POSITION SUMMARY
The Student Services Coordinator is part of the Student Services team in the MBA office. The Student
Services team is charged with providing exceptional service to full-time, part-time and Fast Track MBA
students while they are going through their professional graduate degree program.
Under the supervision of the Program Advisor, the Student Services Coordinator:
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Maintains student records and files
Processes Instructor evaluations for MBA courses
Assists with international study tours
Handles student financial transactions
Assists with student case competitions
Processes student scholarships and awards
Updates the student services section or the MBA website and monitors MBA student list
serves
Assists with student events
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
Maintaining student records and related files
• Maintain confidential, accurate and up to date student records and files
• Assist with the course registration process for incoming students and continuing students as
required
• Update timetables, deadline information and website
• Process grade changes, enter grades when necessary and file grade information
• Assist with manual registration forms for visiting and special students
• Prepare letters for students confirming course registration and program completion
• Process student change of category forms and update related spreadsheet
• Update course matrix for first year full-time students
• Maintain up to date and accurate spreadsheets:
o Student lists
o Convocation lists
o Specialization lists
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Provide courteous service when answering inquiries from students through email,
correspondence, and on the telephone maintaining confidentiality
Instructor Evaluations
• Order instructor evaluation questionnaires for each term for MBA courses from Test Scoring
& Questionnaire Services using the list provided on the AleT web site (4 times per year)
• Distribute to instructors, with instructions regarding administration and collection according
to GFC Policy
• Collect and send completed forms to AICT for scoring
• Distribute final results to Department Chairs, the Dean, and MBA Associate Dean
International Study Tours
• Collect student payments
• Book travel/hotel reservations for the group and processing payments appropriately so that
the students and faculty do not encounter issues while travelling abroad
• Act as one of the Program office contacts for the international study tours and provide
information to students as required
• Update trip websites
Financial
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Prepare HR and payroll forms for student Teaching Assistants
Prepare documentation for accounts receivable
Prepare deposits and receipts for student payments
Liaise with suppliers and resolve incorrect charges
Prepare and process travel and expense claims
Prepare pay forms for student scholarship recipients
Case Competitions
• Book travel and accommodation for student teams participating externally
• Schedule classrooms and equipment for competitions and practice sessions
• Assist MBA Association (students) with organizing two internal case competitions (logistics,
catering, facilities and equipment booking)
Scholarships and Awards
• Prepare documentation for scholarship committee
• Track scholarships and awards to ensure awards decisions meet donor requirements
• Prepare scholarship letters to recipients; notify donors if required
• Ensure information on the MBA website is accurate and up-to-date
Communication
• Oversee and moderate the MBA mailman list-serves
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Update the MBA website and ULearn to ensure student services, case competition and
study tour information is current
Events
• Assist with coordination of events and planning
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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High School Diploma with greater than 18 months to become functional in the role
Two-year Business Administration Diploma is an asset
Two years of work experience in an office environment, ideally at a university or other
academic institution
Familiarity with Microsoft Office, ideally knowledge of PeopleSoft, both Student Records an
Financial
Knowledge of FOIPP procedures and regulations
Ability to prioritize and manage several time-sensitive tasks simultaneously
Ability to communicate effectively through correspondence, email, on the telephone and in
person
Awareness of cultural differences
Exceptional customer service skills
Ability to work independently and in a learning environment
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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Make recommendations to the Program Advisor to be forwarded to the Faculty of Graduate
Studies and Research for changes to student records including grades, registration changes,
withdrawals, changes to category and specializations. Correct Interpretation of FGSR and
GFC policies procedures, timeliness, and accuracy are essential to maintenance of up-todate and accurate student records
Evaluate students' academic requirements and prepare Reports of Completion,
recommending students to the Program Advisor or Associate Dean to be forwarded to the
Faculty of Graduate Studies and Research for convocation purposes
Knowledge and accurate interpretation of programs and academic achievement and
completion of this task within rigid deadlines is crucial to students receiving the correct
degree designation at the conclusion of their program
Prepare diagnostic reports at planned intervals to ensure accuracy of student records,
trouble-shoot and edit student records as necessary to maintain optimum accuracy
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Maintain MBA timetables, exam schedules, and deadline information and notify students
and faculty of any changes. Faculty and students are kept Informed regarding updates as
they arise
B. For what actions is it necessary to consult someone? Are approvals or instructions verbal or in
writing?
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Consult with the Program Advisor In complex situations involving deviations from program
requirements. Consultations are usually verbal, followed by written confirmation
Consult with FGSR with regard to interpretation and changes to FGSR procedures and
policies. These can be both verbal and in writing
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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Unawareness or misinterpretation of policies or procedures or changes could result in
misinformation to students and faculty
Failure to meet deadlines or deliver information to students in a timely manner could result
in frustration for students or students not meeting program requirements within a
projected timeline
7. CONTACTS: Identify the contacts and the purpose of the interaction.
A. Inside the University
Students
Program Advisor
Director, Programs and Operations
Associate Dean
Instructors/Faculty
MBA Association
Department Administrators
FGSR
Undergraduate Office
PhD Office
International Office
AICT
B. Outside the University
Travel agents, hotel reservations
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International liaison Officers
Prospective students
Alumni
C. Information Sources
University Calendar and Registration Guide
FGSR Policy Manual
GFC Policy
Numerous Web sites within the University of Alberta site, including School of Business, Office of the
Registrar, FGSR, Financial Services, Human Resources, etc.
Various Student Administration System manuals, Instruction updates and upgrades (OASIS) (AIS)
(IBM) (Outlook) (Excel) (Word) and their applications
Associate Deans
Executive Director
Professors
Students
Academic and support staff within the School of Business and the University community
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.
N/A
B. Please indicate how many staff members are supervised by the position.
Full-time employees:
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
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Computer use greater than 50% of the day
Organizing, photocopying, and filing student files and documents
Speaking on the telephone
High service demands, especially during peak periods
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B. What types of equipment or tools are used in the job?
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Standard office equipment - computer, printer, photocopier
Resource manuals, calendars
Telephone
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.
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Busy office environment
Shared office space
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.
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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