Records Officer: Competition #197

An Internal Posting in the PPWC Employee Group.

Castlegar

Posted: Tuesday, October 01, 2019
Closes: Tuesday, October 08, 2019

Reporting to the Associate Registrar, the Records Officer is accountable for employing a service excellence approach when initiating and managing the Records Officer’s work-plan. The Records Officer uses the Student Records System (SRS) to enter and retrieve data, processes transcript requests, creates business process reports, liaises closely with the Governance and Records Services Coordinator to troubleshoot and problem-solve business practices, and is a standing member of the Graduation Committee.

Main Duties and Responsibilities

• Initiate and complete processes associated with the Records Officer Annual Work-plan
• Creates, updates and maintains student academic records and related correspondence
• Work within established processes to receive/enter/scan a wide variety of documents and adjustments into/from the Student Records System (SRS) such as student grades, approved grade changes, student status, duplicate records, permission to register, transfer credit, requested course additions/drops, course audit and transcript requests
• Initiate the archiving and destruction of records within established College policies
• Responds (within FOIPOP regulations) verbally and in writing to student/staff/public inquiries with timely, accurate, and appropriate information regarding grades, transcripts, enrollment, T2202s credential completion, and other processes related to the position
• initiate and monitor the incomplete grades, missing grades, course challenge and PLA processes, athletic eligibility, and wait list
• Upload High School Transcripts, complete education verification requests, and participate in the student probation process
• Run inquiries and take necessary follow-up action such as the no show and duplicate record adjustments
• Maintains current knowledge of records and enrolment related policies, procedures and practices
• Provide training to new Office of the Registrar staff as required
• Assist with the development of an MOU and Articulation repository
• Works with Chairs to confirm qualification of graduating students, annotates students records and create credential to signatures and distribution
• Collaborates closely with the Governance and Records Services Coordinator on the development, maintenance and improvements to the student record and governance systems and business processes
• Assists with the organization of convocation ceremony including, acting as a standing member of the Graduation Committee, qualifying graduates, ceremony program, convocation registration and graduate attendance
• Act as the Transfer Credit Contact for BCCAT and institutional contact person for Immigration Refugee, and Citizenship liaison
• Performs other related duties as assigned by supervisor

 Skills, Knowledge and Abilities

• Knowledge of College record/admission/registration policies and procedures
• Excellent written and verbal communications skills
• Excellent interpersonal and collaborative skills
• Excellent organizational skills and the ability to set priorities when encountering conflicting demands
• Ability to apply initiative to individual and team efforts
• Strong computer skills including word processing, spreadsheets, database software, student records systems (SRS) and SLED
• Strong customer service, communication, and conflict resolution skills
• Excellent attention to accuracy, detail, process, and confidentiality
• Ability to maintain confidentiality as per FOIPOP requirements

 Education and Experience

• Two-year Business Administration Diploma with a strong background in computer information systems or an equivalent Business/Computer post-secondary program
• Minimum 3-4 years’ business and computer process management related experience

 This is a full-time position commencing approximately November 2019, possibly earlier. The salary is pay grade 8 - $27.01 per hour - in accordance with the PPWC Collective Agreement.

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