Job Description

Posting Template

Posting Template



Position Title
Document Management Clerk


Required Qualifications

• Two-year college diploma (in business or technology)
• Minimum six months relevant experience.
• Proficient in all Microsoft Office applications and experience in databases.
• Ability to establish good working relationships with other employees, students, outside agencies, and the public.
• Strong interpersonal, organizational, and problem-solving skills.
• Ability to function as a supportive team member.
• Ability to meet deadlines and work effectively under pressure.
• Ability to multi-task and set priorities for routine and rush jobs.
• Attention to detail.
• Excellent verbal and written communication skills.
• Knowledge of FOIP Act, student awards policies and auditing processes, student finance, and policies and procedures.

An equivalent combination of education, experience, and knowledge acceptable by the College may also be considered.


Preferred Qualifications

• Experience in the post-secondary education system and/or Registrar\xe2\x80\x99s Office preferred.
• Experience with Student Information Systems preferred.
• Past experience or knowledge in Student Awards, Student Loans, file management, or scheduling would be an asset.

Department
Records Management




Keyano College is a comprehensive community institution in the Regional Municipality of Wood Buffalo. Stretching from north-central Alberta to the borders of Saskatchewan and the Northwest Territories, Wood Buffalo is one of the largest municipalities in Canada. Keyano College meets both the training and skills acquisition needs of industry, and the personal enrichment and cultural needs of the Wood Buffalo community. The College provides lifelong, relevant, and practical learning opportunities and is committed to increasing access to post-secondary programs.

The Office of the Registrar is currently seeking a Document Management Clerk. Under the direction of the Assistant Registrar \xe2\x80\x93 Records, this position will manage student records; complete sponsorship, and RESP confirmations.
Additional duties include:

• Complete annual credit student file purge
• Process all Parchment replacement requests and Transcript requests.
• Process all Deferred, Supplemental, and Challenge Exam requests
• Data entry in the Student Information System and generate reports as needed
• Process all credit and non-credit tuition waivers
• Conduct searches for student records on microfiche, microfilm, or digital archives
• Upload course outlines when submitted to the Office of the Registrar
• Receive/request all Confirmation of Sponsorship for agencies.
• Maintain organized paper records for quick information retrieval for co-workers.
• Ensure that information is provided to appropriate departments within the College
• Provide information from the Student Information System such as attendance and enrollment confirmation

The Document Management Clerk will also serve as the backup to the Student Records, Scheduling & Articulation Coordinator, Financial Aid Coordinator, and Switchboard Attendant:

• Credit Timetable Generation and Course Catalog Management
• Student Information System Management
• Graduation Processing, Transcript Generation & Parchment Replacement
• Articulation and Transfer Agreements
• Keyano College Student Awards
• External Scholarships, Alberta Scholarships
• Alberta Works (Learner Income Support Program)
• Ad hoc room bookings

Advertised Salary
CUPE AS4 - $52,157.69 per annum plus a comprehensive health and benefit package. This position qualifies for the Northern Living Allowance of $1,040.00 per month. This allowance is reviewed annually and is subject to budget approval.

Posting Form

Posting Details



Number of Vacancies
1


Desired Start Date
As soon as possible


Position End Date (if temporary)



Open Date
04/05/2023


Close Date
04/14/2023


Open Until Filled
No


Special Instructions to Applicant
Keyano College encourages everyone coming to our campuses to be fully vaccinated and to get their booster shots as soon as they are eligible. Vaccination against COVID -19 remains the best way to prevent severe illness and death, and third doses can boost immunity to improve protection and limit spread.