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Student Records Officer

Position Overview

The Student Records Officer 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, official letters and transcripts, program and status changes, transfer credit, academic standing, graduation, and student records archiving.

Reporting Relationship

Reports to the Registrar

Employment Type

Full time, Permanent

Work Week

The Employee will work during regular business hours, Monday to Friday for 37.5 hours per week (not including a 30-minute unpaid meal break per day)

LOCATION:

Burnaby and Vancouver Campus, flexibility to travel between and work at alternate campuses is required.

Education & Experience Requirements

• Bachelor of Arts or Science degree from an accredited institution
• Minimum 1-2 years of relevant administrative work experience, preferably within the post-secondary sector

Qualifications

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

Specific Responsibilities

• Assist the Registrar to evaluate requests for articulation of courses through the BC Transfer System.
• Collect and authenticate documents submitted by students.
• Fulfil daily orders for official transcripts and other documents, including packing and arranging mail or courier services.
• Respond to third party requests for information with consent.
• Record transfer credit and articulation decisions, perform data entry, and issue confirmatory documents
• Graduation
• Maintain confidentiality of student information in accordance with privacy law and College policy.
• Where a course has not been previously assessed for transferability, assess, advise, and collect the necessary information and documents (e.g., course outlines, transcripts) from students.
• Advise and assist students to submit transfer credit requests.
• Coordinate individual assessment of non-articulated coursework by designated faculty members.
• Records and Archiving
• Coordinate the sharing of graduate information with other departments as appropriate (e.g., for arrangement of convocation ceremony, awards or honors).
• Provide information to students regarding any outstanding documents, holds, flags or fees which must be resolved prior to graduation.
• Prepare and distribute credentials and related documents to students.
• Perform a preliminary assessment of eligibility for graduation.
• Perform data entry and assist students with updates or corrections of their information or status.
• Student Holds, Performance and Grading
• Perform assessment of course transferability using the BC Transfer Guide and internal repositories.
• Perform digitization of paper-based records and secure destruction of paper-based documents in accordance with the College’s Records Management policy.
• Student Information and Privacy
• Transcripts and Letters
• Apply/remove holds or flags on the student accounts as requested by administrators, redirect and/or resolve student inquiries related to account holds or flags.
• Transfer Credit (Articulation and Individual Assessment)
• Perform data collection, audit or analysis as requested.
• Advise and assist students to submit graduation requests.
• Issue official letters to students, as authorized.
• Fulfill records or information requests from other departments (e.g., audit requests) in accordance with internal and external privacy regulations.
• Provide information and resolve student inquiries regarding academic standing policy, standing changes, calculation of averages, etc.
• Perform filing, copying, scanning, emailing, combining, sorting, uploading, downloading, faxing or archiving of hardcopy and digital documents and files.
• Compile the application for graduation package and submit to the Registrar for final assessment and conferral of credentials.
• Perform data entry related to document submissions and student file records.
• Evaluate program change requests.
• Assist students with pick up of official transcript orders or other documents.
• Provide information to students and other individuals regarding privacy of student information and the procedure for giving or receiving consent to release student information to a third party.

• Invigilate course examinations while showing reasonable flexibility with respect to scheduling during each semester’s examination period
• Provide assistance on projects or other tasks to the Registrar or other senior administrator as requested.
• Other
• 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]_Student Records Officer 2023” to [email protected]. 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!

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Alexander College operates two campuses located in the urban centres of Burnaby and Vancouver.

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