Role Responsibilities

The Student Records Manager is responsible for the full scope of Student Records, including the management of transcripts, diplomas, student enrolment and marks, public enquiries and Student Records Call Centre. The Student Records Manager ensures the accurate, timely, and secure delivery of transcripts and credentials to students, post secondary institutions, professional organizations, consulates, embassies, public and private organizations, and employers. The role ensures the accurate and secure collection, processing, and maintenance of student demographic information, enrolments, grant codes, school marks, diploma exam school marks, and diploma examination registration from schools and school authorities throughout the province and out of province. The position oversees all work related to the assignment and maintenance of the Alberta Student Number.

Major responsibilities of the position include:

• Provide leadership and oversight to senior staff and team leads within Student Records.
• Manage all Student Records business operations and functions, including transcripts, diplomas, enrolment, achievement records, and public inquiries.
• Oversee daily operational requirements, including staffing and ordering specialized supplies such as credential paper and envelopes.
• Manage the issuing of Alberta High School Transcripts of Achievement, Credentials, and Statements of Courses and Marks.
• Ensure effective management of the Alberta Student Number, student enrolment data, and student achievement records.
• Provide subject matter expertise for all Student Records lines of business.
• Approve and oversee communication activities related to Student Records.
• Manage operations of the Student Records Call Centre, ensuring consistent, accurate, and professional responses to public inquiries.

The Student Records Manager reports to the Director, Student Records and Operations.

Please click on this link to view the job description for this position.

APS Competencies

Competencies are behaviors that are essential to reach our goals in serving Albertans. We encourage you to have an in depth understanding of the competencies that are required for this opportunity and to be prepared to demonstrate them during the recruitment process.

This link will assist you with understanding competencies: https://www.alberta.ca/system/files/custom_downloaded_images/psc-alberta-public-service-competency-model.pdf.

• Systems Thinking – Interact, liaise and consult with staff, internal and external stakeholders to effectively manage daily internal and external operational issues, and system-reported technical issues, including outages that may affect the completeness and accuracy of student information.
• Develop Self and Others - Encourage and coach/mentor the Team Leads toward shared learning among all team members to effectively manage vacancies, staff time away and expected retirements of core staff.
• Agility - Consider the broader strategic view when engaged within operational and functional activities of the Student Records team, as well as working on projects that support the work of the Student Records team.

Qualifications

University graduation in a field related to the position (Business, Arts etc), supplemented by four years related experience.

Related experience or education may be considered as an equivalency on a one for one basis. Depending on the applicable statutory or unique requirements of the position, specific qualifications may apply.

To manage the team leads who are responsible for the transcript and diploma, and the student enrolment and marks team functions, the Manager, must have an excellent understanding and thorough working knowledge of:

• Specific legislation, in particular, Education Act, Freedom of Information and Protection of Privacy Act (FOIPPA).
• Specific regulations and policies, in particular, Student Record Regulation, Student Evaluation Regulation and Private School Regulation.
• Specific policies, in particular, English as an Additional Language Policy, Student Evaluation Policy and Use and Reporting of Results on Provincial Assessments Policy.
• Specific guides, manuals, bulletins and documents, in particular, Guide to Education, Funding Manual, Student Information Guides, Diploma General Information Bulletin, Information for Parents About Writing Diploma Examinations and Information for Students Planning to Write Diploma Examinations.
• The education system and processes within Alberta, operations of public, separate, francophone, chartered and independent schools and school authorities, and the operations of post-secondary institutions and professional associations within the province as well as out of the province.
• General knowledge of student record software functions, related interfaces and student information systems used in schools, school authorities and post-secondary institutions.
• The ability to interact effectively with management, senior school and authority representatives, senior post-secondary representatives, senior branch, department personnel and the public to resolve escalated issues.
• The ability to communicate and handle sensitive and confidential matters in a professional manner and use considerable judgment in interpreting the regulations necessary to assess information and determine a suitable course of action.

Minimum recruitment standards outline the minimum education and experience required for appointment to a job classification.

Refer to https://www.alberta.ca/alberta-public-service-minimum-recruitment-standards.

Notes

This is a full-time temporary (up to 12 months) position working 36.25 hours per week, Monday to Friday.

Applicants are advised to provide a cover letter summarizing information that clearly and concisely demonstrates how their qualifications meet the advertised requirements, including education, experience, and relevant examples of required competencies. Please note that your cover letter will also be used as a screening tool to assess your ability to follow instructions, writing and proofreading abilities.

What we offer:

• Working for the Alberta Public Service - https://www.alberta.ca/advantages-working-for-alberta-public-service.aspx.
• Management Employee Pension Plan (MEPP) - https://www.mepp.ca.
• Alberta Public Service Benefit Information - https://www.alberta.ca/alberta-public-service-benefits.
• Professional learning and development - https://www.alberta.ca/professional-development-support-directive.
• Research Alberta Public Service Careers tool – https://researchapscareers.alberta.ca.
• Positive workplace culture and work-life balance.
• Leadership and mentorship programs.