MacEwan University is seeking a Coordinator, Records and Services for a full-time continuing opportunity with the Office of the University Registrar.
Reporting to the Assistant Registrar, Information & Student Records, the Coordinator, Records & Services is responsible for supporting the development, documentation, implementation, and maintenance of business processes and training materials for the Records & Services portfolio. You will ensure processes are clearly documented, consistently applied, and supported through training and change support activities.
You will also work with leadership and cross-functional stakeholders to identify process gaps, support updates resulting from system or operational changes, and improve staff understanding of processes and services. The position also provides operational support to the Assistant Registrar, which may include initial review and processing of exception requests based on established criteria, coordination of locker services, and support for the deferred exam request process.
Key responsibilities include:
-
Developing, updating and maintaining standard operating procedures, process maps, user guides, training materials, and reference documentation for the Records & Services teams;
-
Documenting end-to-end business processes, workflows, and procedures using appropriate tools (e.g., process maps, flow charts, diagrams, and process maps), ensuring alignment with policy and operational requirements;
-
Observing and reviewing operational processes to identify potential gaps, inefficiencies, and opportunities for improvement;
-
Supporting the development and implementation of change management approaches related to new or updated processes, systems, and initiatives, with a focus on user awareness and adoption;
-
Completing initial review of exception requests related to missed deadlines, applying established criteria and guidelines, and escalating complex or unusual cases as required; and
-
Communicating outcomes of exception request reviews to students in a clear, respectful, and professional manner.
You will have:
-
Strong written, verbal, and interpersonal communication skills, with ability to convey information clearly to diverse audiences;
-
The ability to facilitate training sessions and presentations in both in-person and virtual formats;
-
Strong analytical skills with the ability to interpret processes and translate them into clear documentation and training materials;
-
The ability to work with ambiguity and support clarification of processes through consultation with stakeholders;
-
Strong relationship-building skills with ability to collaborate across multiple teams and functional areas;
-
Problem-solving skills with ability to identify issues, analyze contributing factors, and support practical solutions;
-
Strong organizational and time management skills with ability to manage multiple priorities and deadlines;
-
High attention to detail and accuracy in documentation and communication;
-
The ability to work independently within established guidelines and exercise sound judgment in routine decisions;
-
Proficiency in developing process documentation (e.g., flowcharts, diagrams, written procedures);
-
Strong computer skills including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and SharePoint;
-
The ability to quickly learn and support new systems and tools;
-
Experience with PeopleSoft or other Student Information Systems is considered an asset; and
-
Experience with Moodle or other learning management systems is considered an asset.
-
A minimum of a bachelor’s degree in business administration, education, or related field.
-
A minimum of 3 years of related experience in business process documentation, training development, or operational analysis, preferably in a post-secondary or complex service environment.
-
An equivalent combination of education and experience may be considered.
-
This position is on campus only.
When you become part of the MacEwan University team, you will enjoy a competitive salary. Our total compensation package includes:
-
Competitive base pay
-
Generous vacation time
-
Secure pension plan
-
Flexible benefits package
-
Continuous learning culture
-
Opportunities for career growth
