University of Waterloo

  • Systems Operations Specialist

    Requisition ID
    Job Category
    5530 - Registrar
    Job Status
    Regular Full-Time
    Hiring Range
    $45,561 - $62,456
  • Overview

    Systems Operations Specialists are responsible for systems support through production work. This position is the intermediary between Business Systems Analysts and Records Assistants/Admissions Assistants, providing processing support, specialized coding, and query support.


    Production and Processing Support

    • Responsible for the timely management and execution of daily processes and daily data feeds (e.g., Co-op, milestones, work reports, etc.) to support work of the Registrar’s Office and campus partners
    • Responsible for scheduling, maintenance, and support for regular data interfaces with other campus enterprise systems (e.g., WaterlooWorks, Learn, Watcard, Faculty systems, data warehouse, etc.); as well as external systems (e.g., ONCAT, eCampusOntario)
    • Ongoing maintenance of catalog; coding Senate-approved changes to courses, academic plans, and policies
    • Generation of queries and reports for distribution to registrarial staff, faculties and departments
    • Identifies interface errors to Supervisor
    • Collaborates with IST to resolve systems issues
    • Supports Undergraduate Calendar maintenance processes, including oversight of the preface notes, course index page, and making the courses go live
    • Supports Records & Systems Team processes such as term activation, appointment coding, academic progression, etc.
    • Assists the Records Systems team during system upgrades and participates in assessing system enhancements; when assigned to a project, duties may include:
    • Provides testing support
    • Collects user requirements
    • Reviews business system design proposals
    • Creates and maintains enrolment requisites to manage access to classes
    • Determines best practice and documents guidelines for AA coding (including the use of course lists, requirements and requirement groups)
    • Support Grade Point Average calculations during the AP process
    • Acting as a resource regarding complex enrolment issues; analyzes and resolves requisite issues

    Training and Documentation

    • Documenting operational business processes and procedures
    • Support for training in specialty of portfolio
    • Act as a resource for Records team, and Systems Analysts
    • Analyzing, reviewing, and maintaining the student information system documentation
    • Provides coding advice and processing updates to the Records/Admissions Team

    The Operations Specialist portfolio will be comprised of a combination of the following activities:


    Records Interfaces

    • Milestone coding (WHMIS, English Language Proficiency, Co-operative Work Terms and Work Reports, etc.)
    • Manage grade submission at end of each term, including system/technical support for faculty and staff related to the grade upload process (both undergrad and grad); generation of grade rosters
    • Responsible for Academic Advisement template coding (course lists that underpin Grade Point Average calculations (GPA), Academic Progression (AP), and Academic Advisement (AA) rules)
    • Coordinate collection of AA requirement modifications as well as leadership of AA rule maintenance for all Faculty programs and plans
    • Setup and maintain GPA rules
    • Generation of Class Permission Numbers and distribution to Faculties
    • Processes CECS interface files to the Student Administration System including synchronization of data between the two systems
    • Responsible for maintenance of automated nightly processes
    • Accountable for all activities, setup, and coding related to Convocation, including diploma production, program preparation, database maintenance, and collaborating with and providing data to campus partners (Senate, Community Relations, etc.)

    Records Catalog

    • Responsible for managing course revisions in the student information system; coding, updating, and maintaining all approved courses, course additions, modifications, and inactivations, and calendar software
    • Support Senate minutes and policy research
    • Review Faculty plans as available for program/plan modifications and provide advice and guidance; review submissions prior to Senate Undergraduate Council (SUC) meetings and reports errors/issues to appropriate contacts
    • Report deviations from normal conventions to Supervisor


    • Provides Admissions and Student Awards Support as assigned
    • May be called on to support exam, convocation and other Registrarial event support
    • Performs other duties and assists with special projects as assigned


    • Post-Secondary education and/or a suitable combination of education and work experience in postsecondary environment
    • 2 years of experience working with student information systems, preferably PeopleSoft Campus Solutions
    • Experience working in a deadline driven environment and proven experience and ability in managing multiple tasks that require attention to detail, accuracy, consistency
    • Proven organizational, analytical, communication, and problem-solving abilities
    • Ability to work with many different people with competing priorities
    • Intermediate skill level working with Microsoft Office suite, including Access database proficiency
    • In-depth knowledge of university structure, policies and procedures related to the maintenance of undergraduate student records is essential
    • Ability to understand and respond to complex problems
    • Must have excellent organizational, customer service, and communication (oral and written) skills
    • Proven ability to work in a team-focused environment
    • Demonstrated ability to manage concurrent projects involving shifting deadlines and priorities
    • A continuous improvement mindset and an exceptional customer service focus are critical for success along with exceptionally strong attention to detail and problem-solving skills
    • Periodic mandatory overtime is required


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