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Date posted: Feb 01, 2018

General Description

The Admissions and Records Assistant supports the work of the Registrar’s Office in the delivery of efficient and effective services according to established policies and procedures.

Primary Purpose

The Admissions and Records Assistant supports the processing of applications for admission including the creation of student records, communication with other departments, initial screening of documents and creation of records in the Student Information System and other related duties.  The Admissions and Records Assistant supports Records and Registration processes by producing official documentation regarding student records, assists with the recording of transfer credit, maintenance of official student records, organizing Convocation ceremonies and other related duties.

Specific Responsibilities 

Reporting to the Registrar, the Admissions and Records Assistant will at various times assist in the following as well as other related duties, as assigned, to support the business objectives and purpose of University Canada West.

  • Work with students, staff and faculty in a professional, courteous and helpful manner
  • Assist with the processing of applications for admissions and the processes for enrolment, and related activities to provide maximum service to students while ensuring efficient and effective workflow
  • Assist with organizing and administering the records, registration and graduation functions of the Registrar’s Office in order to provide maximum service to students while ensuring efficient and effective workflow
  • Maintain accurate and timely student information in the student database and hard copy to support registration and record keeping requirements
  • Assist with the assignment and recording of transfer credit
  • Assist with the evaluation all graduation applications, production of official documentation, and communications with students
  • Collect, record, maintain and report student records within DQAB and PCTIA guidelines, e.g., grades, registration data, transcripts, and other associated information
  • Collaborate with administrators, deans, faculty, IT and counselors to facilitate and improve services to students, including catalog and registration/records policy questions
  • Assist with the review and production of student documentation required for visa and immigration purposes
  • Assist with the review, processing and awarding of student awards and financial aid


To be successful as the Admissions and Records Assistant, individuals must be committed to developing, maintaining and demonstrating the following:

  • Well organized and diligent with a detail and accuracy oriented approach to process and documentation
  • Supportive, personable and able to develop relationships with other staff
  • Excellent oral and written communication skills
  • Demonstrate and encourage high standards of behaviour, a professional attitude and commitment to quality service
  • Demonstrated ability to maintain confidential information
  • Ability to work cooperatively with students, faculty and staff
  • Proven ethical and objective decision making and problem solving abilities.  A positive attitude and ability to plan and adapt to change

Education and Experience

  • Degree or diploma from a recognized university or post-secondary institution
  • 3 years of direct experience or 5 years experience in a related field at a regulated post-secondary institution in British Columbia

Salary Range

$38,000 to $43,000 annually

Please send resume and cover letter to jobs@ucanwest.ca

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