Records Officer

McMaster University; Hamilton; On-site; CAD 65,000 - 90,000; Full time

Job summary

McMaster University’s Office of the Registrar is seeking a Records & Data specialist to administer undergraduate student records from enrollment through graduation. You will ensure accuracy, confidentiality, and timely delivery of information for enrolment, reporting, and convocation processes.

The role requires coordination of data collection, verification, and analysis, plus collaboration with faculty offices and campus partners to improve records processes.

Qualifications

• Experience managing records and data workflows across the student lifecycle.
• Ability to develop and maintain documentation of records processes.
• Strong troubleshooting and data validation capabilities.
• Demonstrated leadership and independent problem-solving.
• Excellent collaboration with faculty offices and campus partners.

Responsibilities

• Administer undergraduate student record processes from enrollment to graduation.
• Ensure accuracy and confidentiality of student records.
• Coordinate data collection, entry, verification, reporting and analysis.
• Prepare convocation lists and verify graduation eligibility.
• Support system implementations and upgrades for records.”
• Attend committee meetings and liaise with campus stakeholders.

Skills

Records management

Documentation & process knowledge

Technical proficiency

Leadership & autonomy

Interpersonal & collaboration skills

Tools

Mosaic

Job description

The Office of the Registrar (RO) provides a number of services to both prospective and current students and is the primary source of information on enrolment, convocation ceremonies and important student dates and events throughout the year. We are a smart, collaborative group of approximately 100, spread across eight departments: Student Services and Financial Support, Undergraduate Recruitment, Undergraduate Admissions, Records, Systems, Scheduling & Examinations, Communications, and Central RO Administration. This supportive and dynamic team works together to provide assistance to students from their first-point-of-contact with McMaster until they graduate.

The Records team updates, maintains, and manages all undergraduate student records from matriculation through graduation, ensuring the accuracy, confidentiality, and integrity of the University's official student data within Mosaic and its connected systems. The team oversees records operations, including requisites, grades, academic standing, the records administration components of convocation, such as generating and verifying graduation eligibility and convocation lists, Curriculum & Calendar and works collaboratively to understand how records data affects students, academic units, and university operations. Their work directly supports McMaster’s academic mission through precise, reliable, and student‑centered records management.

Job Summary:

Responsible to administer all aspects of undergraduate students' record management. Ensure the accuracy and confidentiality of student records from enrollment through to graduation. Ensure the availability and delivery of information required for the University to perform undergraduate enrolment, records and reporting functions. Complete the daily operation of undergraduate student record processes and timelines.

Purpose and Key Functions:

• Assist in setting all records process dates and deadlines in consultation with the Assistant Registrar, Records. Establish priorities to ensure scheduled deadlines are met for various academic sessions and cycles.
• Coordinate and manage the collection, delivery, entry, verification, analysis and reporting of data.
• Review, update, and maintain all student record procedures documentation.
• Generate the annual student convocation list and verify student information.
• Manage enrolment status changes including withdrawals, grading, program changes, according to established regulations and procedures.
• Respond to inquiries requiring in-depth knowledge of established policies and procedures.
• Facilitate meetings with stakeholders to gather process requirements, identify potential strengths and weaknesses, and recommend system solutions.
• Resolve system problems by performing detailed analysis, investigation and troubleshooting of student record issues; works in collaboration with various teams to determine scope of the issue and recommends corrective course of action.
• Provide advice on student records processes, activities, and timelines.
• Plan and coordinate a variety of activities.
• Develop estimates of time and resources required for a variety of activities.
• Liaise with a variety of campus stakeholders regarding records management.
• Review and analyze the effectiveness and efficiency of existing business processes and makes recommendations for improvements.
• Critically evaluate information to reconcile faculty office needs and in relation to records process guidelines.
• Conducts gap analysis to evaluate need for changes to records procedures
• Manage complex datasets and reporting for all undergraduate students.
• Run batch processes, complete queries, report and analyze the data.
• Conduct data audits, analyze and provide recommendations related to academic records, databases, systems and reports.
• Create processes to update and maintain student data system information.
• Write and modify queries to verify records, access data and generate reports.
• Support records office with system implementations and upgrades, and maintains documentation of records processes
• Ensure accuracy and quality of student records data required for internal and external reporting including government reporting.
• Attend and participate in committee meetings.

Has ongoing responsibility for supervising 1-4 casual employees.

Successful Candidate Will Possess

• Records and data management experience: Experience supporting and managing records, data workflows, and information integrity across the student lifecycle, with an understanding of how accurate records support equitable and consistent student experiences.
• Documentation and process knowledge: Ability to develop, update, and maintain documentation of records processes and support training for staff.
• Technical proficiency: Proficiency in data entry, validation, reporting, running batch processes, and troubleshooting results with a high level of accuracy and attention to detail.
• Leadership and autonomy: Ability to work independently, take ownership of issues, prioritize tasks, and coordinate resolution with various university departments; demonstrated capacity to act as a knowledge leader.
• Interpersonal and collaboration skills: Strong collaboration skills and the ability to work effectively with faculty offices, campus partners, and team members across the Office of the Registrar.

Assets

• Experience using Mosaic