University of Alberta

Student Record & Open Studies Coordinator

Office of the Registrar

Competition No.  -    S101536488
Posting Date  -    Jul 13, 2018
Closing Date  -    Jul 20, 2018
Position Type  -    Full Time - Operating Funded
Salary Range  -    $50,425 to $68,486 per year
Grade  -    08
Hours  -    35

This position offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.

Reporting to the Team Lead, Undergraduate Records, Registration & Fees, the Student Record & Open Studies Coordinator ensures student's academic records are accurate and provide indirect and direct support to student services within the Office of the Registrar. In addition, the Coordinator will provide Faculty Student Services for Open Studies students.


  • Utilizes policy and procedures to identify, correct and notify affected students, faculties and department staff of any errors in a student’s record
  • Runs scheduled, prescribed queries and reports to identify academic record inconsistencies, registration problems and student records that have student fees issues
  • Processes non-standard Registrations, Add/Delete and Withdrawal forms with approved signatures and in accordance with deadline dates that may affect fees
  • Processes Post-Graduate Medical and Dental registrations, Incoming/Outgoing exchanges and Auditors
  • Provides direct support to Student Connect, Student Services to ensure any escalated items are handled in a timely fashion
  • Adds and/or edits faculty approved transfer credits within Campus Solutions for various current and historical student categories and programs
  • Evaluates applications for readmission to Open Studies and admission to special groups
  • Performs registration related activities as directed by coordinators for the Fresh Start Program, Transition Year Program and Visiting Student Certificate Program
  • Ensures accuracy of registration forms, various exam-related applications (deferred, etc.) and processes according to University regulations
  • Liaises with advisors of special groups (i.e. University of Alberta International, Transition Year Program, Fresh Start Program, PGME, etc.)
  • Serves as a student advocate in presenting student records or registration issues to faculties and departments; advises on current records and registration procedures
  • Identifies problems with student records and/or registration to the Team Lead; recommends solutions
  • Participates in working groups or on special projects, as required


  • Minimum of two year diploma or certificate; University degree preferred
  • Two or more years of office related experience
  • Experience in PeopleSoft (Campus Solutions)
  • Experience applying University policies and procedures is an asset
  • Experience with records, registration or fees in a post-secondary environment is an asset
  • Strong attention to detail
  • Demonstrated analytical and problem solving abilities
  • Excellent verbal and written communication and interpersonal skills 

How to Apply

Apply Online

Note: Online applications are accepted until midnight Mountain Standard Time of the closing date.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.

The University of Alberta is committed to an equitable, diverse, and inclusive workforce. We welcome applications from all qualified persons. We encourage women; First Nations, Métis and Inuit persons; members of visible minority groups; persons with disabilities; persons of any sexual orientation or gender identity and expression; and all those who may contribute to the further diversification of ideas and the University to apply.