Records Officer - Limited Term

Records Officer - Limited Term
Tracking Code:  req
2246

Faculty/Department:  Office of the Registrar

Number of Positions:  1

Appointment Type:  Limited Term 19 Months

Hours of Work:  35 hours per week

Salary Range:  Level 8
- Starting Salary, Step 1 $ 80,379

Posting Date:  September 14, 2026

Closing Date:  September 21, 2026(11:59 pm EST)

Job Summary:

Reporting to the Associate Registrar and Director, Records and scheduling, the Records Officer supports the strategic goals of the Registrar's Office from registration to graduation by ensuring the maintenance, confidentiality and integrity of student records. Key areas of responsibility for this position include course maintenance, grading, academic standing, withdrawals, student record changes, refunds, graduation and reporting. The Records Officer collaborates with and responds to inquiries from other staff in the Registrar's office as well as other staff across the university.

This position must maintain a high degree of accuracy when updating student records, while also adhering to consistently competing deadlines.

Responsibilities/accountabilities:
1. Start of Term Processing, End of Term Processing & Graduation:

Responsible for updating the yearly curriculum changes in the Banner course catalogue

Inactivates courses yearly on the course catalogue according to the Moribund course policy

Updates all restriction and prerequisite changes to course sections and adds news sections prior to each registration period

Assists with updating of fees and fees testing to ensure the accuracy of student fees prior to registration

Responds to student/staff issues regarding courses or fees during the registration period

Responsible for running the grading and academic standing processes at the end of each term

Distributes the INCL/EXCL reports to staff for updating prior to the running of academic standing

Manually loads and updates grades and standing where required

Ensures that missing, deferred and incomplete grades are updated each term

Runs the prerequisite reports to ensure that students who failed a class that is a prerequisite for a course they are registered in, are dropped from their courses

Runs the Dean's/President's list reports and updates Students with Accessibility (SAS) where required

Administers on-line Application to Graduate and ensures it is updated prior to each application period

Responsible for running and distributing degree audits to the Advisors for students who have applied to graduate from the summer, fall and winter terms.

Updates the degree audits where required and ensures that they are signed off by the faculties

Responsible for coding graduates in Banner and runs the process to update the honours standing

Ensures that required communications are sent to graduates

Prepares and proofs the reports required for the convocation program, the convocation cards and the photographer

Responsible for ensuring that the signatures on the parchments are correct each term and for requesting updated templates where the signature changes

Collaborates with the Records coordinator to run and proof the parchment report

Administers the digital degree process and ensures that students receive their degrees

2. Maintains Student Records:

Processes change forms including Program/Major/Concentration Changes, Program Withdrawals, Academic Misconducts, Course Substitutions, Grade Reappraisals, and Course Overload fees

Processes the decisions for Academic Standing Reviews through the Review of Academic standing workflow

Responsible for processing change of grades through the Change of Grade workflow

Problem solves issues from students, Insurance companies and Finance in regards to Health and Dental and Legal Protection fees. Checks and updates winter insurance fees as required

Run…