Academic Record Specialist (3 month contract) Mon/Tues:2-10 & Wed-Fri:4-10

3 Month Assignment with potential extension

Purpose:
To ensure the accurate and timely entry, processing and distribution of mail, academic documents and information into WES systems to facilitate the seamless flow of WES evaluations

Key Result Areas:
• Process and match all incoming application-related postal and courier mail on the day it is received
• Accurate entry of courier mail into tracking system on the day received, including applicant reference number where available
• Process faxes, emails, and challenges on the day received
• Accurate entry of unmatched documents into AICES
• Purge scanned non-original documents on completion of document review as directed
• Originals documents are handled as per WES policies and procedures and returned to applicant after review
• Office mail distributed as per WES policies and procedures
Relationships:
Internal:
• Customer Services staff
• Accounting staff
• External staff
• US Office staff
• Marketing staff
• Regional Offices External:
• Applicants

Primary Duties and Responsibilities (may overlap with Key Results Areas – responsibilities vary by individual):

• Open incoming mail, including academic records and correspondence from institutions, applicants, other 3rd parties and follow mailroom protocols for stamping, logging mail and, preparing documents for scanning, etc.
• Follow courier mail tracking protocols by correctly entering courier tracking information into appropriate system
• Search for appropriate applicant in AICES and match documents to existing WES applicant account,
• Print coversheets
• Enter documents for applicants not currently in the system (Unmatched documents) according to WES policies
• Retrieve physical documents when requested
• Follow all return original document review and return protocols
• Purging of scanned documents as directed
• Scan all documents accurately and in a timely manner
Secondary Duties and Responsibilities (may overlap with Key Results Areas):
• Assist with all tasks in the Academic Records Department as required.

Expected Performance Outcomes:
• Zero missing documents (all files coming into department, go out of department)
• Incoming mail and academic documents are entered, matched and processed in an accurate manner on the day received
• Files/Documents handed to scanners prepared and ready to be scanned, (no staples, paperclips, etc.)
• All mail identification protocols are followed (stamping, rush services, etc.)

Required Competencies and Characteristics:
Competencies:
• Excellent computer skills including Microsoft Office and experience working with databases
• Experience in an office setting, particularly handling large numbers of records/documents
• Good oral and written communication skills

Characteristics:
• Positive team player
• Able to maintain a positive attitude and produce accurate work
• Ability to multi-task
• Organized and detail-oriented
• Creative and effective problem solver
• Approachable, accountable and able to accept constructive criticism
• Understands and upholds security protocols
• Able to logically think through an issue, troubleshoot problems, etc.

AODA Statement: WES Canada is committed to providing accommodation for persons with disabilities. If you require accommodation, we will work with you to meet your needs.


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