Student Records Officer

Catholic Education Diocese of Rockhampton; Sydney; On-site; AUD 70,000 - 75,000; Full time

Benefits offered by this job

12-month maternity cover contract

26 days annual leave (incl. birthday)

Job summary

Kaplan Business School in Australia is seeking a Student Records Officer to ensure accurate management of student data across our campuses. You will maintain campus databases, record financial and administrative information, and collaborate with key stakeholders to keep records current and reliable.

Responsibilities include processing enrolments each trimester, generating invoices, updating PRISMS and FEE-HELP data, answering student enquiries, and performing regular data audits to safeguard

Qualifications

• Minimum two years’ experience in customer service, administration, or office support roles.
• Experience with student management systems or databases.
• Excellent written and verbal communication skills.
• Ability to manage workloads and priorities with minimal supervision.

Responsibilities

• Maintain and process accurate student data in the Student Management System across enrolment periods.
• Ensure all student records and documentation are complete, accurate, and up to date.
• Track visa and passport expiry dates and liaise with students as required.
• Enrol students each trimester and process changes, refunds, credits, and financial adjustments.
• Generate invoices and liaise with Finance to ensure correct allocation of payments.
• Update PRISMS and ensure FEE-HELP data is recorded and reported accurately.
• Respond to student enquiries in a timely, professional manner and produce required documentation.
• Undertake regular data audits to ensure system accuracy and data integrity.

Skills

Customer service

Administration

Data entry

Communication skills

Stakeholder management

Multitasking

Tools

Student Management System

PRISMS

Databases

Job description

Location:Adelaide, Brisbane, Gold Coast, Melbourne, Sydney, Perth

• Max-term full-time 12-month contract for maternity cover
• Based in Adelaide, Brisbane, Gold Coast, Melbourne, Sydney or Perth
• 26 days’ annual leave including 1 for your birthday
• One of Australia’s highest-quality and most trusted institutes of higher education

Role

The Student Records Officer plays a vital role in ensuring the smooth and accurate management of student data across the campus. This position is responsible for maintaining our campus databases, ensuring all financial and administrative information is recorded with precision, and working closely with key stakeholders to keep records up to date. As a central support role within the student lifecycle, the Student Records Officer helps maintain the integrity of our systems and contributes to a seamless experience for students and staff alike.

Responsibilities

• Maintain and process accurate student data in the Student Management System, including information collected at orientation and throughout enrolment.
• Ensure all student records, academic files, and documentation are complete, accurate, and up to date.
• Track visa and passport expiry dates and follow up with students where required.
• Enrol students each trimester and process subject changes, refunds, credits, and financial adjustments.
• Generate invoices and liaise with the Finance team to ensure payments are correctly allocated.
• Update student information in PRISMS and ensure FEE-HELP data is recorded and reported correctly.
• Respond to student enquiries in a timely, professional manner and produce required student documentation, such as interim transcripts.
• Undertake regular data audits and error reporting to ensure system accuracy and data integrity.

Requirements

• Minimum of two years’ experience in customer service, administration, or office support roles.
• Proven experience in data entry with exceptional attention to detail and accuracy.
• Experience working with student management systems or databases.
• Strong ability to manage workloads, prioritise tasks, and operate effectively with minimal supervision.
• Excellent written and verbal communication skills.
• Ability to build and maintain effective relationships with internal and external stakeholders.
• Comfortable working in a high-volume, fast-paced environment.
• A motivated self-starter with a proactive approach to problem-solving and workflow management.

Kaplan Business School

At Kaplan Business School, we are one of only nine self-accrediting institutes of higher education. We are recognised in Australia and globally as exemplars of international education, quality teaching, student support, employability and academic integrity. As such,Kaplan Business School is a winner of the Business School of the Year award at the prestigious global awards The PIEoneer Awards 2023.We deliver undergraduate and postgraduate courses in business, accounting, IT, marketing, management, tourism, entrepreneurship, health services, digital management, analytics, project management and leadership. Our flagship MBA program is Australia’s second largest in terms of student enrolments and among the most highly regarded.
We have a friendly and flexible leadership team who cultivate a culture of innovative methods of teaching and learning across five Australian campuses as well as online.

Pre-screening questions and background checks may be required: Kaplan and many of its major clients operate in highly regulated environments. This requires us to be proactive and diligent in relation to personnel background checks and to undertake thorough vetting of candidates for roles of this nature. To enable Kaplan to assess a candidate’s suitability for this role, each candidate will be required to answer pre-screening questions, and, if you receive a conditional offer of employment, you will be required to undertake the relevant background checks (unless Kaplan determines otherwise). These checks may include one or more of the following: verification of identity, working rights, criminal history, qualifications, and working with children clearance. If you are shortlisted, Kaplan will advise you which checks are required for this role and explain how you will undertake the checks. Kaplan is committed to handling your personal information appropriately. Please see the Privacy Policy at Kaplan.edu.au for information about how Kaplan may handle your personal information in connection with this application process.

The salary range for this role is $70k-$75k plus super.