Systems Coordinator – Degree Audit - Appendix D/Temporary Assignment

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Working at Fanshawe College

Fanshawe College is committed to the principles of hybrid work and may offer this option to employees whose work can be performed in an alternate location, without adverse impact to the operations of the College, inclusive of our Student and Staff experience. Confirmation of hybrid work options available to you will be clarified upon hire and may be subject to change based on the duties required of your position. Successful candidates will be required to perform work within Ontario and must be available to work on campus, as required.

Posting Closing Date:

October 16, 2026

Campus Location:

London, ON

Department:

ADM1 Admissions & Enrolment Services

Employment Group:

Support

Pay Details:

$41.20 Hourly

Worker Sub-Type:

Fixed term (Fixed Term)

Time Type:

Full time

Remote Type:

In-Person

Contract End Date:

April 30, 2028

Hours of Work per Week:

35

Job Description:

This position is subject to the terms of Appendix D in the Full-Time Support Staff Collective Agreement.

Note: 1 vacancy available. This position is deemed a critical vacancy.

Payband: This position is paid at Payband I. $41.20 - $47.57 per hour.

Hours: Monday to Friday, 8:30 a.m. to 4:30 p.m.

Work Mode: This position is hybrid, three days on-site per week.

Why this Role is Important

Under the general direction of the Associate Registrar – Admissions, Enrollment & Records, provides support and leadership relating to the Student Information System and systems supported processes within the Office of the Registrar. Develops and implements innovative service tools and operational strategies to support students and staff. Leads the development and provides support for internal systems, including those needed for important reporting responsibilities such as the enrolment audit, policy changes and reports to senior leadership. Administers relevant policies and procedures as well as recommending modifications and improvements to the same.

How You’ll Make an Impact

• •Working co-operatively with the Systems team, college colleagues and Registrar's Office Staff, analyzes business processes and client needs to identify improvements to systems and services within the Registrar's and Student Information Systems
• •Liaising with project teams including work team co-ordinators and school staff members
• •Leading and participating in project review meetings
• •Evaluating the ongoing effectiveness of systems in meeting their intended objectives
• •Identifying gaps in processes and systems functionality
• •Analyzing current and future technology/process needs
• •Making recommendations on most suitable solutions to address client needs

• •Write project charter and scope documents for large projects sponsored by the Registrar's Office
• •Document requirements and other project milestones.
• •Advise on project scheduling
• •Recommend milestones and system dependencies.
• •Coordinate the task allocation to staff and monitor progress against schedule
• •Disseminate project information and co-ordinate training requirements for the Registrar's Office
• •Conducting or coordinating system tests

• •Acting as project leader for assigned projects for the Registrar's Office by:
• •Preparing project plans and set objectives
• •Creating and maintaining reporting tools
• •Developing specifications for required software and documentation
• •Implementing and integrating approved projects with existing systems and processes
• •Conducting or coordinating testing relating to new student systems, patches and new releases
• •Addressing and resolving systems implementation issues

• •Actively participates in cross-College Student Systems team assisting with setting priorities for development
• •Allocates tasks to ensure completion

• •Coordinates the Degree Audit cycle for the Office of the Registrar and the College. Working cooperatively with the Center for Teaching and Learning (CTL) team identifies issues and concerns relating to proposed DA changes as well as potential and actual individual student issues e.g. residency issues. Enters and maintains degree audit (DA) information by program and catalog. There are many active catalogs for the same program and the incumbent must consider the impact the change to one catalog may have on other catalogs. Must have a clear understanding of the processes which are impacted by the degree audit information. This includes program information sheets, web information, program guide information, student academic evaluation reports, billing credits, registration, online course selection, progression and graduation.
• •Acts as the first point of contact regarding complex program and catalog degree audit information inquiries and issues, course pre-requisites and equates as well as internal course credit applications. Responds to in person, telephone and electronic inquiries from students, academic schools and CTL team concerning these processes.
• •Works collaboratively with Systems Analysts, Registrar’s Office Staff and other areas across the college in support of the business and operations within the Registrar’s Office. Responsible for system set-up and maintenance related to admission and registration, fees and billing, OSAP, student records and graduation. Analyzing current and future technology/process needs for continual business process improvement.
• •Acts as a Super User of the student system by:
• •Using functions which have very limited access due to the level of difficulty and/or risk and to the caution which must be exercised
• •Analysing undocumented resolutions to complex problems
• •Using current reporting tools develops ad hoc and often complex queries and reports used by many staff in all areas of the Registrar's Office to support appropriate business decisions. Accuracy is paramount and risk is high.
• •Providing guidance and direction to Registrar's Office and School staff to resolve system and student issues. Acts as a resource person for staff in the College for systems related student issues.

Performs other related duties as assigned

What You’ll Bring

• •Post-secondary 3-year diploma/degree in Business, Office Administration, Computer Science, Project Management or equivalent
• •Minimum 5 years’ direct experience with Student Registration Systems
• •Equilviancy language: An equivalent combination of education and experience may be considered
• •Experience in project management, systems analysis, systems design, troubleshooting, business process review, and re-engineering
• •Strong analytical and problem-solving skills
• •Excellent communication and interpersonal skills
• •Strong organizational and time management skills
• •Ability to manage multiple priorities and deadlines
• •Strong attention to detail and accuracy

What This Opportunity Offers

• •Comprehensive Pension : Join a defined-benefit pension plan (through the CAAT Pension Plan) that delivers predictable lifetime retirement income.
• •Vacation & Benefits : Enjoy 8% in lieu of vacation and benefits, along with access to an Employee & Family Assistance Program to support your well-being—both at work and beyond.
• •Professional Development: Learning is at the heart of the Fanshawe experience—for both students and employees. Our Organizational Development and Learning team offers a wide range of training and development opportunities to help you grow your skills and advance your career.
• •Inclusive, Meaningful Campus environment : Work alongside passionate colleagues in an inclusive culture that val