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Records & Systems Analyst

Department: Regestrar's Office Effective Date: May, 2011
Grade:

USG 8/9

35 hrs/week

Reports to: Manager, Records & Systems

General Accountability

The Records & Systems Analyst reports to the Manager, Records and Systems. S/he has a functional project leadership role in systems development related to the student administration system (SA) of the University. The incumbent must have an in-depth knowledge of SA in order to produce detailed functional documents which support the complex functional design and testing related to system customizations. The incumbent, under direction of the Manager, Records & Systems, has a key role in the training of staff and faculty users of records related features in Quest through online or in-class instruction and production of training documentation. The incumbent will serve as a resource for support and questions from self-service users. The incumbent will provide backup support for major roles assigned to the other Records & Systems Analysts. The Records & Systems Analysts collaborate in the preparation of the government claim submitted, three times a year, by the University to the Ministry of Training, Colleges and Universities. They will also collaborate in the testing of bundles delivered quarterly by OracleTM.

Nature and Scope

The Registrar’s Office provides academic support services for a number of functions on behalf of the University. These include student recruitment, publications, undergraduate admissions, student registration, course and examination scheduling, student financial assistance programs and scholarships, academic records, examinations, grade reporting and transcript production. As a key member of the Student Administration (SA) team, the incumbent will participate in a wide range of activities related to the collection of user requirements at the departmental, faculty and institutional levels, the development of operational procedures, customizations and the testing of application software.

Due to the cyclical nature of the cooperative system of education at the University of Waterloo, record keeping is a more demanding activity than for most universities. The records module is the largest and key central component of the SA system. All other modules and support functionality, including student financials, student awards and financial aid and admissions rely on the smooth running of student records module. All student records are maintained in perpetuity to support requests for transcripts, degree verification and other alumni- and customer service-related functions. Data from the Registrar’s Office is used in reports and government claims submitted by the University to the Ministry of Training, Colleges and Universities.

Functional Project Development and Leadership Responsibilities

The incumbent is a member of the SA team and monitors and contributes to listserves relevant to PeopleSoftTM and the Higher Education User Group (HEUG/Alliance). The incumbent will have the opportunity to present project summaries at HEUG/Alliance or other relevant conferences. It is expected that the incumbent will spent 0.6 – 0.7 FTE towards SA related activities with specific lead role responsibilities for the following areas of expertise.

Production Support Responsibilities

The incumbent must have a sound knowledge of records policies and procedures, and must be familiar with all online systems related to maintenance of student records. It is essential for the incumbent to be knowledgeable in a variety of computer systems or languages in order to direct maintenance of the tables and manuals which support all student record keeping functions in the Registrar’s Office.

Statistical Data

Quest, the self service information system and PeopleSoftTM, the student administration system (SA) of the University serves the needs of approximately 900 faculty, 2100 staff, 24,000 full-and part-time undergraduate students, 3,000 full- and part-time graduate students and 125,000 alumni from 138 countries around the world. Student records form the basis for a government grant claim of $250,000,000 annually.

Specific Accountabilities

Working Conditions