Academic Systems Specialist Jobs

Algoma University is committed to undoing systemic and institutional discrimination and being publicly transparent and accountable. Diversity, equity, and inclusion are fundamental to our Special Mission. In keeping with the Seven Grandfather teachings that are the core values that inform our decisions as an institution, we are committed to creating a welcoming, inclusive, respectful, and safe environment where everyone belongs. We live these values through the strength and richness that diversity brings to our workforce and welcome contributors from equity-deserving groups including: Indigenous Peoples, Black and racialized persons, women, Persons with Disabilities, 2 Spirit, Lesbian, Gay, Bisexual, Transgender, and Queer persons.

Job Title: Academic Systems Specialist

Staff Bargaining Unit

Position Status: Permanent, Full-time (35 hours/week)

OSSTF

Department: Office of the Registrar (OR)

Supervision Received: University Registrar

Location: Sault Ste. Marie or Brampton, ON

Salary Scale: $67,568 to $84,460 annually

The Academic Systems Specialist serves as a key leader in the Office of the Registrar (OR), with direct responsibility for technology, data reporting, and operations. Responsibilities include, but are not limited to, maintenance and integration of the Student Information System (SIS), writing functional reports, examination and course scheduling, data mining, data integrity resolution, and collaborating with other administrative units such as Student Recruitment, Innovation and Technology, and the Financial Aid Office. The Academic Systems Specialist participates in the planning and implementation of innovative and technical solutions to further service the mission of the Office of Registrar, as well as the Algoma University community. The position works collaboratively with the Department of Innovation and Technology in the maintenance and enhancement of the student records system and performs a variety of duties to support and automate the operations of the OR. The Academic Systems Specialist also acts as a member of the Office of the Registrar team to support events, activities, and initiatives assigned by the University Registrar.

RESPONSIBILITIES:

Systems Coordination (40%)

• Understand the academic rules and systems logic to ensure the alignment of systems to academic regulations and processes.
• Review the current status of systems/applications and prepare recommendations to the University Registrar for systems improvement.
• Support the Registrar-related aspects of, and create processes within, the Student Information System to manage workflow and system efficiency.
• Responsible for all system set-up related to registration including registration rules, configuration setting, section-specific control, etc.
• Ensure effective functioning and maintenance of the Student Information System and related solutions.
• Troubleshoot system programs, conducting appropriate research and coordinating solutions with the Office of Innovation and Technology.
• Implement and interpret academic policies within the Student Information System.
• Acts as the primary liaison between the Office of the Registrar and the Department of Innovation and Technology.

Scheduling and Registration (30%)

• Plan the short and long-term development and growth of scheduling and registration services to support department needs.
• Identify, plan, and perform cost-benefit analyses, and recommend solutions to business challenges.
• Maintain term set-up in the Student Information System.
• Configure and maintain the web administration environment for the Infosilem solution, including campus, exam, and timetabling.
• Produce and maintain course and examination scheduling including the resolution of course/schedule registration-related issues, conflicts, and constraints.
• Provide ongoing and future recommendations and evaluations of major SIS and registration issues.
• Maintain internal relationships and expectations of service and quality control.
• Define the long-term strategic plan for scheduling and registration in conjunction with the university’s goals and operational plan.

Reporting (20%)

• Partner with senior department staff, development teams, and other key members of the University community, to provide analytical services.
• Lead process improvement initiatives.
• Actively involve end-users in the development process.
• Break requirements down to workable sizes and user stories.
• Evaluate the impact of potential system changes on the membership and other applications.
• Plan, implement, maintain, and provide reporting services and support for the following business systems:
• Consortium for Student Retention Data Exchange (CSRDE)
• Create quality and accurate project documentation and conform to standard SaaS applications.
• Financial Aid
• Registration
• External:
• Graduate survey
• Develop technical requirements from business requirements.
• Prepare and maintain regular data reports to be made available to the University community.
• Interface with directors/managers to provide consultative services related to key initiatives.
• Provide hands-on training sessions, technical support, and written documentation to end users.
• Senate committees, academic units
• Integrate internally developed systems with core SaaS systems.
• Analyze reports as they pertain to the Office of the Registrar, including but not limited to, admissions, registration, data integrity, curriculum-related databases, etc.
• Admissions
• Alumni
• National Survey of Student Engagement (NSSE)
• Provide day-to-day guidance to team members for business/project initiatives.
• Ministry of Colleges and Universities
• Other departmental applications, as required
• Compliance reporting
• Others, as required
• Student Accounts
• Recruitment

Other Duties (10%)

• Keep respective SIS and Scheduling systems up-to-date with the latest security and system patches by working with IT.
• Train and advise end users with respect to new features and functionality within the SIS and Scheduling reporting systems.
• Provide knowledge and advice for departmental initiatives and objectives.
• Other duties, as assigned.
• Perform system administration for user accounts, shares, and security within the student information system.
• Act as a consultant and make recommendations for SIS and Scheduling related purchases.
• Provide support and training on common business systems that require specific reporting needs.
• Provide higher-level software support to end users when escalation is required.
• Ensure disaster recovery and contingency plans are in place for respective systems.
• Consult with end users to find systematic solutions to their problems.
• Ensure data integrity by testing restoration procedures.

MINIMUM QUALIFICATIONS

• Undergraduate degree in Information Technology or Computer Science, or equivalent, and a minimum of four (4) years of relevant experience, or an equivalent combination of education and experience, is required.
• Ability to adapt to new technologies.
• Excellent conceptual, analytical thinking, and problem-solving skills.
• An eagerness to learn as new questions and situations arise, and to stay up-to-date with current news, system information, problems, changes, and updates relevant to our user community.
• Excellent knowledge of a broad range of information technologies including, but not limited to, software applications, computer networks, operating systems, and the installation, configuration, and maintenance of computer systems required.
• Excellent customer service skills.
• Understanding of, and ability to uphold, confidentiality.
• Extensive experience with relational databases [SQL] is required.
• Ability to work in a dynamic environment and participate concurrently on multiple tasks.
• Certification in database management is required.
• Excellent knowledge and experience with Microsoft Windows, Office, and G-Suite.
• Ability to work both independently and as part of a team.

Please submit a resume and cover letter (combined PDF) to [email protected] no later than 4:00 p.m. on July 27, 2023.

Algoma University is strongly committed to fostering diversity and inclusivity within our community and is an equal-opportunity employer. The university invites and encourages applications from all qualified individuals who would contribute to the further diversification of our Institution, including equity-deserving groups that are traditionally underrepresented in employment (Indigenous peoples, racialized persons, women, persons with disabilities, and 2SLGBTQQIPA+ persons).

In accordance with the Accessibility for Ontarians with Disabilities Act, 2005, upon request, accommodation will be provided by Algoma University throughout the recruitment, selection, and/or assessment process to applicants with disabilities.