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Hamilton, ON

UNIT/PROJECT DESCRIPTION:

The Career and Career development (CPD) team at the DeGroote School of Business (DSB) is committed to delivering innovative, student-centered services across three core functions: career education, employer engagement, and work-integrated learning (WIL). The CPD team supports students across all business programs by equipping them with the tools, experiences, and connections needed to thrive in a competitive job market. Making up the CPD team are three distinct units: Career Education – graduate programs, Career Education – undergraduate programs and Employer Relations. These units work collaboratively to ensure integrated service delivery and to achieve shared success metrics. The Employer Relations team plays a specialized and strategic role in advancing the Faculty’s employer engagement efforts. Focused on building and sustaining high-impact relationships with a diverse range of employers and alumni, the team ensures that DeGroote students have access to meaningful employment and experiential learning opportunities that align with their academic and career goals. The team works to elevate the external profile of DeGroote by championing its brand and showcasing the talent and potential of its students and leads the ongoing development and optimization of technology to enhance the employer experience within the DeGroote community.

The Records System Administrator is an integral part of the Employer Relations team. The incumbent supports the management of two primary career management systems and thousands of employer, student and work term records. The incumbent works to support the team and career operations through system configuration and workflow alignment.

JOB SUMMARY:

Responsible for the planning, administration, development and monitoring of documents, process flows and schedules of the student records and registration systems. Develop operational plans and timelines to ensure all student records and registration processes are carried out in a way that ensures smooth operations and meets standards and data integrity requirements. Develop and disseminate accurate, clear,



timely reports based on data in the Student Information System.

PURPOSE AND KEY FUNCTIONS:

- Recommend, manage, and develop enhancements and new system developments for departmental computer systems
- Accountable for the configuration and maintenance of delivered and customized configuration tables in the student information system to maintain system efficiency and ensure all components work properly together by configuring and maintaining delivered and customized configuration tables such as program, plan, sub-plans, degree, group, organization, level/load rules and grading scheme tables.
- Troubleshoot, maintain, and update internal and external system interfaces.
- Keep abreast of academic structure changes such as programs, plans, sub-plans, degrees, academic groups, subjects; new program/plan approvals; phasing out of programs/plans and make necessary changes in system to ensure proper and seamless transition for faculty offices and students.
- Coordinate the government reporting process to ensure timely and accurate reports to the Ministry of Training, Colleges and Universities (MTCU) for all McMaster’s careers. Interpret and apply government policies related to programs’ Funding.
- Complete system rollover processes to set up new aid years.
- Create, validate and complete complex file loads and extracts using batch processes, templates, staging tables, validation reports.
- Provide technical advice and guidance to others. Train and support others on system functionality and business processes, both formally and informally.
- Perform preliminary investigations and troubleshoot student record issues, batch job errors and data inconsistencies. Determine the scope of the issue and work in collaboration to resolve issues and determine course of action.




- Create inventory listings of batch processes and associated run controls detailing purpose, frequency, and output details. Extract data and processes documentation to determine the cause of batch job failures.
- Participate in the preparation and operation of monthly, weekly and daily batch processing schedules for student records and registration. Coordinate timelines to resolve conflicts with scheduled work deadlines and achieve accuracy.
- Interact and communicate with various levels of the McMaster community regarding student records, policies, processes, and procedures.
- Evaluate data query requests and assess feasibility and requirements to fulfill the requests. Ensure requirements of ad hoc job requests are accurate.
- Respond independently to student records questions, issues, and problems from various members of the McMaster community.
- Write queries to import and export data from a variety of database applications and maps data.
- Create and maintain procedural and technical documentation for reporting, tracking, and troubleshooting student records system problems.
- Write a variety of documents such as correspondence, procedure manuals, and reports
- Keep updated system documentation for different system processes for reference and training purposes
- Provide training and advice to University staff on current systems.
- Remain current with frequent changes in technologies and system upgrades.

SUPERVISION:

- No formal supervision of others is required.
- Provides functional guidance to others on an on-going basis.

ASSETS:

- The ideal candidate will be experienced in project management and workflow mapping. Exercise strong critical thinking and problem solving skills, with a systems and process mindset. Able to build and maintain collaborative relationships with internal and external stakeholders. Demonstrate strong interpersonal, verbal and written communication skills. Excellent attention to detail and time management. Previous experience in career services, co-operative education and/or talent management. Experience with Orbis Outcomes and 12Twenty systems would be a strong asset.

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Apply on Kit Job: kitjob.ca/job/2ghp98

📌 Records System Administrator (Hybrid) (24 Month Ap (Hamilton)
🏢 McMaster University
📍 Hamilton