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Date posted: Feb 03, 2020

Primary Purpose

The Records Officer is a member of the Registrar’s Office team with specific responsibility for performing complex and specialized clerical functions related to creating, securing and maintaining accurate student records. The Records Officer is the resource person for enquiries from students, staff and faculty on registration, grading, fee assessment, transcripts, deadlines, graduation processing and related university policies and procedures. This position also reviews and processes a variety of forms and documents while checking for correct application of procedures and accuracy. The Records Office ensures new students are registered correctly in their programs and courses, and responds to student inquiries by phone, email, and in person.  The Records Officer investigates student concerns and works with colleagues in the Registrar’s Office, Student Services, Finance and other university departments to facilitate resolutions.  The Records Officer is familiar with all aspects of the Registrar’s Office in order to assist in delivering exceptional service to prospective and current UCW students.

Specific Responsibilities

The Records Officer supports the delivery of exceptional services to students by being familiar with all functions of the Registrar’s Office including: degree progression requirements, academic regulations, service request forms and fees, admission processes, transfer credit process, and appeal procedures. 

The Records Officer supports the efficient and effective processing of official documentation, ensures accurate and timely maintenance of student academic records, and provides prompt, accurate and effective resolution to student inquiries and issues. The Records Officer ensures that student records are complete and up to date.

The Records Officer works closely with the Admissions Officers to provide information and advice to applicants and students.  The Records Officer provides official documentation, such as Letters of Acceptance, for applicants and responds to inquiries regarding such documentation.

The Records Officer coordinates with the Finance Office and Student Services for the review and processing of student requests for course and program withdrawal, specialized official letters and documents, official transcripts, and eligibility to register in classes.

As a member of the Registrar’s Office, the Records Officer will be familiar with admissions and records procedures to respond to student enquiries and to support processing when needed and as assigned. 

The Records Officer provides reports and information for the Registrar as requested.

Compliance with record security and privacy legislation is imperative.

Specific Responsibilities

The Records Officer supports the delivery of exceptional services to students by being familiar with all functions of the Registrar’s Office including: degree progression requirements, general academic regulations, service request forms and fees, admission processes, transfer credit process, and appeal procedures. 

The Records Officer supports the efficient and effective processing of official documentation, ensures accurate and timely maintenance of student academic records, and provides prompt, accurate and effective resolution to student inquiries and issues. The Records Officer ensures that all databases and student files are complete and up to date.

The Records Officer works closely with the admissions officers to provide information and advice to applicants, students, and their parents.  The Records Officer provides official documentation, such as Letters of Acceptance, for applicants and responds to inquiries regarding such documentation.

The Records Officer coordinates with the Finance Office and Student Services for the review and processing of student requests for course and program withdrawal, specialized official letters and documents, official transcripts, and eligibility to register in classes.

As a member of the Registrar’s Office, the Records Officer will be familiar with admissions procedures to respond to student enquiries and to support admissions processing when needed and as assigned. 

The Records Officer provides reports and information for the Registrar as requested.

Compliance with record security and privacy legislation is imperative.

Skills and Qualifications

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

  • Excellent organizational skills and ability to set priorities when encountering conflicting demands
  • Ability to interpret and apply University and government policies and regulations
  • Ability to exercise mature judgement, tact and discretion
  • Demonstrated accuracy oriented approach to processes and documentation
  • Proven ethical and objective decision-making and problem-solving abilities
  • Excellent oral and written communication skills
  • Demonstrated ability to provide excellent client service when providing information and services to colleagues, students, and the public
  • Advanced information research skills
  • Intermediate level skills in the use of standard computer applications including word processing (Word), spreadsheets (Excel), and email.
  • Ability to work independently and within a team
  • Ability to work cooperatively with students, faculty and staff
  • Demonstrated ability to maintain confidentiality
Education and Experience:
  • Minimum of a Bachelor’s degree in a related discipline from a recognized university
  • 3 years of direct experience or 5 years of experience in a related field at a regulated post-secondary institution in British Columbia

Salary: $40,000 - $45,000

Leadership & Faculty Members