Records Analyst

Laurentian University / Université Laurentienne; Greater Sudbury; On-site; CAD 60,000 - 80,000; Full time

Job summary

Laurentian University is seeking a Records Analyst to manage student records and ensure compliance within the Registrar’s Office. The role involves daily inquiries, data entry tasks, and maintaining systems necessary for effective operation. Candidates should hold an undergraduate degree and possess excellent customer service skills, with fluency in English and French. Join a supportive team dedicated to student success in a welcoming environment.

Qualifications

• Bachelor's degree in a relevant field required.
• 4-5 years of related work experience required.
• Fluency in English and French is required.

Responsibilities

• Manage and maintain student records and systems.
• Respond to inquiries and provide support for records processes.
• Perform data entry tasks related to student information systems.

Skills

Attention to detail

Exceptional customer service

Interpersonal skills

Database management

Bilingual (English and French)

Education

Undergraduate degree in Business Administration, Computer Science, or Information Systems

Job description

About the Company-

Laurentian University offers an outstanding life and career experience at the heart of a welcoming community. What’s more, it provides the opportunity to pursue a balanced lifestyle while enjoying all of the amenities of a mid-size city. Short commutes, hundreds of lakes, waterways and nature trails, a myriad of recreational, artistic, cultural and entertainment opportunities, all combine to make this an idyllic setting to grow and thrive. Offered on the university’s beautiful campus as well as remotely, Laurentian's broad range of programs has garnered top distinction by leading in graduate employment outcomes for more than a decade*.

This is your opportunity to join our team in a supportive, bilingual environment and contribute to our students’ success, as well as your own. The University’s diverse community and its focused efforts on its tricultural mandate embracing francophone and Indigenous cultures, deeply enrich the experience you can expect. Along with a competitive salary, eligible employees receive a comprehensive compensation package.

About the Position-

Position Title: Records Analyst

Position Number: L4112-05

Group: LUSU

Type of Employment: Full-Time

Salary: $34.21- $39.20 per hour

Reporting to the Manager, Records and Systems, the Records Analyst will manage and maintain student records and information systems to ensure accuracy and compliance with university standards. With a thorough understanding of student records processes and the Student Information System (SIS), the Records Analyst will handle inquiries, prepare official documentation, and support various data entry and maintenance tasks. The Records Analyst will support My LaurentianHub, providing expertise in case management, knowledge base, and process workflows.

Responsibilities and Duties

• Respond to calls, emails and inquiries for the Student Records Office and the Registrar’s Office on a daily basis and perform all related duties including but not limited to, maintaining and updating student records, preparing various documents and deferred exams, providing information to students, staff and faculty, and writing official documentation as well as running various processes related to Student Records and the Student Information Systems (multiple interfaces).
• Maintain a production schedule which encompasses the needs of all university stakeholders, ministries, external partners, affiliates and third-party organizations related to the SIS of the ERP.
• Perform various types of data entry and maintenance tasks on the SIS of the ERP on a daily production schedule, including following project scheduling, elaboration of the requirements, data analysis and reporting, and follow through.
• Assist the Manager with the planning and requirements gathering and ensure the project deadlines are respected and due diligence is performed on each task.
• Handle all the project tasks and production tasks assigned to you by the IT project manager or Manager of Systems and Records.
• Develop documentation in both English and French for the University’s websites, mobile applications, social networks, mailing list, etc..
• Support My LaurentianHub as a Tier II and provide expertise and documentation related to, but not limited to, Case Management System, Knowledge Base, Process and Workflows, Privacy Management and various internal database maintenance.
• Handle and maintain for a variety of uses and applications, in both French and English, several different technical processes and ensure the procedures are followed and further enhanced.
• Handle student inquiries as a Tier II, by supporting and maintaining databases which are relevant to the SIS of the ERP systems.
• Process the OUAC electronic exchange of EDI and/or other XML compliant data as well as the downloads and any other files processing or data processing related to the SIS;
• Work knowledgeably with other members of various teams and ensure that priorities are maintained.
• Perform other related duties as assigned.

Required Qualifications

• Undergraduate degree (4 years) in Business Administration, Computer Science, Information Systems or in a related technical field.

Experience

• Four to five years of related work experience.
• Experience in gathering business requirements, business analysis and system analysis as well as writing technical specifications.

Skills or Specialized Experience

• Requires extensive system knowledge to ensure the functionality meets Registrar's, the student and faculty needs.
• Able to exercise tact and diplomacy and deal with people in a calm and effective manner in sensitive situations.
• Strong attention to detail.
• Exceptional customer service skills.
• Interpersonal skills, with the ability to build rapport with a diverse group of individuals.
• Able to deal courteously and effectively with people at all levels.
• Able to prioritize and organize in a fast-paced, high volume environment with frequent interruptions. Able to maintain a high level of confidentiality.
• Able to work independently and take initiative as well as perform effectively as a member of a team.
• Strong computer skills, with experience with database queries and advanced spreadsheet operations.
• Ability to work fluently (verbal and written) in both official languages, French and English, is required.

Laurentian University has adopted a formal Policy on Flexible Work Arrangements, which supports remote work plans based on operational considerations. At Laurentian University, we recognize that work-life balance is essential for both personal well-being and professional success. Our policy offers employees some flexibility to better balance personal needs while maintaining effective service delivery.

We are committed to fostering an inclusive workplace and operate in full compliance with all Provincial and Territorial legislation pertaining to Human Rights Codes and Accessibility requirements. To ensure continued compliance throughout the recruitment and selection process, we encourage candidates to disclose any accommodation needs they may have. Candidates must possess a valid work authorization to work in Canada. If employed by Laurentian University, it is the responsibility of the employee to maintain a valid work authorization throughout the duration of their employment.