Audit and Articulation Officer

Job Responsibility:

Reporting to the Assistant Registrar, Audit, Articulation & Graduation, the Audit and Articulation Officer works closely with TRU advising units, faculties, Admissions, Records, RO-Systems, curriculum administrators, IT, external institutions and transfer articulation organizations, and various other stakeholders to ensure systems, processes, and graduation requirements are in compliance with established TRU policy, rules, regulations, and standards.

The Audit and Articulation Officer contributes to a strong, positive student experience by creatively responding to and resolving learner issues connected to the transfer of course credits and degree audit and graduation. The Audit and Articulation Officer is responsible for programming and maintaining the graduation audit and program advising system. This position is responsible for analyzing, testing, recommending, delivering solutions to issues, training and providing ongoing support to end users as well as creating and implementing innovative ways to expand the use of the degree audit and program advising system to further serve all end users and increase student success. The Audit and Articulation officer is also responsible for the creation and maintenance of domestic and international transfer credit catalogues and is the first point of contact for difficulties that may arise in these catalogues, in student academic records, and in the BC and Alberta Transfer Guides. Identifying, recommending and delivering solutions is an important aspect of this role.

MAJOR DUTIES & RESPONSIBILITIES

• Increases student success by ensuring the graduation audit and program advising system is correctly programmed and maintained with up-to-date, approved program requirements.

• Codes and maintains the graduation audit and program advising system database and makes ongoing adjustments as needed.

• Reviews reports to ensure Banner data that feeds into the graduation audit and program advising system is accurate. Makes adjustments as necessary or contacts appropriate department to initiate changes.

• Analyzes and verifies all course substitutions and other manual modifications that were made to student program plans in order to ensure TRU policy is followed and changes are in alignment with Senate approved program requirements. Provides feedback and training related to these modifications as necessary.

• Contributes to the alignment of curriculum resources with a particular focus on ensuring information in the graduation audit and program advising system and Banner is based on consistent and accurate program requirements by vetting new/modified programs/courses during the curriculum governance process.

• Recommends and, when appropriate, implements changes to current processes and procedures and/or suggests and implements new processes and procedures. Facilitates discussions between various stakeholders as required.

• Performs necessary research, analysis, troubleshooting, and testing in order to resolve difficulties as they occur. Documents all issues and fixes for future reference and training.

• Creates degree audit and transfer credit training material for various user groups, ensures this material is kept up-to-date, and leads various training sessions as needed. Provides ongoing support to end users and prepares and conducts presentations for various stakeholders.

• Coordinates semi-annual graduation audit and program advising system upgrades, liaising with appropriate internal departments and external parties.

• Maintains a thorough understanding of University policies, procedures, and practices to ensure accuracy of student systems and integrity of student records.

• Researches new graduation audit and program advising system features and recommends those that will enrich student experience and benefit TRU stakeholders.

• Programs, designs, tests, and implements new graduation audit and program advising system features; develops training materials and trains user groups; networks with graduation audit and program advising system users at other institutions as necessary.

• Performs graduation audit duties as required.

• Responsible for the accurate evaluation and approval of institutional transfer credit decisions. Reviews incoming academic transfer credit by vetting sending institution(s) recognition status and articulating and processing domestic and international transfer credit additions or revisions into Academic Transfer Catalogues. Facilitates assessment discussions between internal and external faculty representatives.

• Evaluates accuracy of student records by monitoring daily reporting, systems and processes in accordance with established policy, articulation agreements and data standards.

• Evaluates and makes recommendations according to Prior Learning Assessment and Recognition, transfer credit and block transfer articulations and acceptable practice guidelines to assist with establishing Partnership Agreements; maintains database of current and historical Partnership Agreements in coordination with the Strategic Partnerships office as reference materials for Admissions and Enrolment Service Staff.

• Acts as resource for BCCAT and other professional transfer credit agencies; maintains articulations and requests articulations of new or revised courses through BCCAT and other transfer articulation councils; works with faculty/school representatives as well as other TRU colleagues on transfer credit initiatives.

• Provides reports and recommendations for degree audit and articulation process improvements to management.

REPORTS TO Assistant Registrar, Audit, Articulation and Graduation

QUALIFICATIONS

EDUCATION:

• 4 year Bachelor degree

EXPERIENCE:

• Five (5) years' experience in post-secondary enrolment services;
  • Including 3 years in academic advising, transfer credit, or curriculum development
• Experience working with enterprise relational databases and related applications

SKILLS KNOWLEDGE OR ABILITIES RELATED TO THE JOB

• Familiarity with international post-secondary education services and policies
• Extensive knowledge of TRU educational policies, procedures, and degree requirements for both on-campus and Open Learning modalities
• Demonstrated ability to interpret admissions and transfer credit policies and guidelines, to work within established parameters as well as recognize exceptions, and to take appropriate action to resolve problems
• Demonstrated commitment to customer service excellence and facilitating/implementing ongoing process improvement using processes, procedures, and systems
• Ability to train individuals from a variety of backgrounds and skill levels in complex processes and procedures
• Demonstrated ability to show leadership and initiative
• Strong computer skills, including experience with MS Office, Banner and basic understanding of computer programming logic
• Demonstrated ability to use a variety of software applications to manage student progress and services
• Exceptional research, analytical, and problem solving skills ability to evaluate and consider various possible scenarios and outcomes
• Aptitude for exacting and precise work, a high degree of accuracy, thoroughness, and attention to detail
• Strong verbal and written communication skills in order to effectively communicate complex concepts with tact and diplomacy to a variety of people
• Strong technical writing skills with the ability to create effective training materials as well as to read and understand complex technical documents
• Ability to work both independently and in a team-oriented, collaborative environment
• Strong organization skills, the ability to set priorities and the ability to work with minimal supervision
• Undertakes professional development activities to remain current in the fields of degree audit, articulation and graduation

WORKING CONDITIONS

• Sitting at desk and computer for long periods of time
• General office conditions