Officer, Student Records

An Officer, Student Records is a member of the Office of the Registrar team who is responsible for performing vital administrative functions within the Student Records unit, including (but not limited to): changes/corrections to student information, enforcement of privacy law with regard to access to records, collection and management of documentation, issuing of official letters, program and status changes, transcript orders/issuing, academic standing, and student records archiving.

REPORTING RELATIONSHIP:
Reports to the Registrar

EMPLOYMENT TYPE:

Full time (40 hours), Permanent

WORK WEEK:

The Employee will work 40 hours per week, Monday-Friday, 8:30AM-5:00PM

LOCATION:

Burnaby Campus

EDUCATION & EXPERIENCE REQUIREMENTS:

• Bachelor of Arts or Science degree from an accredited institution, preferably within BC
• Minimum one-year of administrative work experience in a related field; work experience within an educational setting is preferred

QUALIFICATIONS:

• Excellent interpersonal communication skills and the ability to communicate effectively in a multicultural environment
• Native or bilingual proficiency in English (the ability to produce professional written work for external communications and publications is required)
• Superior problem-solving capabilities
• Highly organized, diligent, and detail-oriented
• Strong public speaking and presentation skills, including the ability to confidently deliver presentations and workshops, in both face-to-face and virtual settings
• Highly efficient, able to multitask and effectively handle multiple deadlines and projects
• Highly adaptable to working independently and as part of a team
• Proficient in the use of MS Office (e.g., Outlook, Word)

SPECIFIC DUTIES:

Student Information

• Assist students with updates or corrections of their personal and contact information, including change of legal name
• Maintain confidentiality of student information and requests for information from third parties
• Perform program and status changes

Student Holds, Performance and Grading

• Assist in the renewal of academic standing, including notifications to students and inquiries regarding academic standing
• Apply/remove holds on the student account as requested, provide information to students about holds on their account
• Assist in the reporting of grade errors and changes
• Perform data analysis of student performance

Transcripts and Letters

• Using an online ordering system, fulfil daily orders for official transcripts and other documents
• Assist students to pick up transcripts and letters from the Registrar and Enrolment Services counter
• Issue official letters to students as authorized
• Assist students with questions about or errors on their transcript

Student Files and Archiving

• Maintain both digital and physical student files
• Collect documentation from students
• File documents by adding new submissions into the appropriate digital and physical student files
• Assist in the digital archiving of inactive student files
• Assist in the secure destruction of archived student files, in accordance with the College’s Records Management policy.

Other

• Provide assistance on projects or other tasks to the Registrar or other senior administrator as requested
• Assist other units in the Office of the Registrar during busy times (e.g., responding to emails, phone calls, paperwork, etc.)

HOW TO APPLY:

If you are interested in the above position and you would like to apply, please e-mail your cover letter and resume with the e-mail title being “[Your full-name]_Officer, Student Records 2021” to hiring@alexandercollege.ca. Please note that applications without a cover letter will not be accepted. In your cover letter, be sure to tell us what you would bring to the team and why you’d be perfect for this role. Only shortlisted applicants will be contacted. No phone calls please. Thank you!