Records Officer - Limited Term

Ontario Tech University; Oshawa; On-site; CAD 72,000 - 88,000; Full time

Job summary

Ontario Tech University in Oshawa, Ontario, is seeking a Records Officer in the Office of the Registrar. The role supports from registration to graduation, maintaining student records with high accuracy and confidentiality.

Responsibilities include course maintenance, grading, academic standing, degree audits, and reporting. 35 hours/week with a starting salary of CAD 80,379, and a limited-term appointment of 19 months.

Qualifications

• Completion of a four-year university degree.
• Combination of education and experience may be considered.
• Verification of Academic credentials may be required.

Responsibilities

• Maintain student records from registration to graduation with accuracy and confidentiality.
• Manage course maintenance, grading, academic standing, and degree audits.
• Generate records reports and assist with convocation programs and parchments.
• Coordinate with Registrar’s staff and faculties on degree audits and transcripts.
• Ensure compliance with policies and deadlines during term processing.

Skills

Windows

Microsoft Office

Excel

Access

Attention to detail

Communication

Integrity

Leadership

Time management

Education

Bachelor's degree

Tools

Banner

Job description

Tracking Code: req2246

Faculty/Department: Office of the Registrar

Number of Positions: 1

Appointment Type: Limited Term 19 Months

Hours of Work: 35 hours per week

Salary Range: Level 8 - Starting Salary, Step 1 $80,379

Posting Date: September 14, 2026

Closing Date: September 21, 2026 (11:59 pm EST)

Job Summary

Reporting to the Associate Registrar and Director, Records and scheduling, the Records Officer supports the strategic goals of the Registrar’s Office from registration to graduation by ensuring the maintenance, confidentiality and integrity of student records. Key areas of responsibility for this position include course maintenance, grading, academic standing, withdrawals, student record changes, refunds, graduation and reporting. The Records Officer collaborates with and responds to inquiries from other staff in the Registrar’s office as well as other staff across the university. This position must maintain a high degree of accuracy when updating student records, while also adhering to consistently competing deadlines.

Responsibilities/accountabilities

• Start of Term Processing, End of Term Processing & Graduation:
• Responsible for updating the yearly curriculum changes in the Banner course catalogue
• Inactivates courses yearly on the course catalogue according to the Moribund course policy
• Updates all restriction and prerequisite changes to course sections and adds news sections prior to each registration period
• Assists with updating of fees and fees testing to ensure the accuracy of student fees prior to registration
• Responds to student/staff issues regarding courses or fees during the registration period
• Responsible for running the grading and academic standing processes at the end of each term
• Distributes the INCL/EXCL reports to staff for updating prior to the running of academic standing
• Manually loads and updates grades and standing where required
• Ensures that missing, deferred and incomplete grades are updated each term
• Runs the prerequisite reports to ensure that students who failed a class that is a prerequisite for a course they are registered in, are dropped from their courses
• Runs the Dean’s/President’s list reports and updates Students with Accessibility (SAS) where required
• Administers on-line Application to Graduate and ensures it is updated prior to each application period
• Responsible for running and distributing degree audits to the Advisors for students who have applied to graduate from the summer, fall and winter terms.
• Updates the degree audits where required and ensures that they are signed off by the faculties
• Responsible for coding graduates in Banner and runs the process to update the honours standing
• Ensures that required communications are sent to graduates
• Prepares and proofs the reports required for the convocation program, the convocation cards and the photographer
• Responsible for ensuring that the signatures on the parchments are correct each term and for requesting updated templates where the signature changes
• Collaborates with the Records coordinator to run and proof the parchment report
• Administers the digital degree process and ensures that students receive their degrees
• Maintains Student Records:
• Processes change forms including Program/Major/Concentration Changes, Program Withdrawals, Academic Misconducts, Course Substitutions, Grade Reappraisals, and Course Overload fees
• Processes the decisions for Academic Standing Reviews through the Review of Academic standing workflow
• Responsible for processing change of grades through the Change of Grade workflow
• Problem solves issues from students, Insurance companies and Finance in regards to Health and Dental and Legal Protection fees. Checks and updates winter insurance fees as required
• Runs and distributes Refund reports for processing according to the refund schedule
• Processes manual and rush refunds as required
• Processes and codes batch refunds and checks for accuracy of the refunds
• Acts as a back-up to the Records Coordinator to run transcripts including in-person, EDI and Web and to troubleshoot any EDI issues if required
• Reviews program maps to ensure accuracy of degree audits and updates the degree audits as required
• Creates degree audits for new programs
• Runs degree audits for staff and faculty as requested
• Responds to student/staff inquiries in regards to degree audits on Web CAPP
• Reporting:
• Generates various different Records reports using Cognos Impromptu for partner institutions such as grade reports for Durham college and registration reports for Georgian college
• Generates Impromptu reports for grades, academic standing and registration and requests changes to reports where required
• Runs the required files each term to process and assign any missing Ontario Education Number (OEN).
• Troubleshoots any OEN issues on the Ministry site
• Uploads both the Education file for new Education graduates and the Additional Qualification (AQ) Education files to Ontario College of Teachers (OCT)
• Responsible for running and submitting reports to the insurance companies for the Health and Dental insurance fee and the Legal Protection plan fee
• Ensures errors are corrected for Ministry reporting each term
• Communications & Forms:
• Assists with the proofing of academic standing, convocation and other records emails to ensure accuracy
• Reviews and updates Record forms yearly
• Creates new fillable or Mach forms as required
• Creates and maintains protocols
• Sends individual student emails such as Dean’s/President’s list, additional fees, holds, change of grade or standing
• Reviews and updates the Registrar’s Office Communication plan monthly for Records
• Reviews and updates the Records, Convocation, fees information on the Registrar’s Office pages on the university web site
• Submits messages to Global communications for MyCampus, the mobile app and posters as required
• Records Projects:
• Takes a lead role in the testing required for Banner system upgrades
• Assists with analysis, testing and implementation of new workflows and other Records project
• Convocation:
• Oversees the line-up card and parchment distribution at convocation
• Assists at Convocation as required

Required Skills

• Proficiency in using software and computer programs such as Windows, Microsoft Office (e.g. Excel, Access)
• Excellent written communication skills
• Strong attention to detail and high level of accuracy and efficiency in a fast-paced environment
• Acts with integrity and maintains confidential information
• Ability to work in an environment with overlapping priorities and deadlines.
• Strong analytical and problem‑solving skills with a keen attention to detail
• Ability to multi-task in a fast-paced environment exemplifying excellent leadership skills

Required Education

• Completion of a four‑year university degree
• A combination of education and experience may be considered for this role
• Verification of Academic credentials may be required

Required Experience

• Minimum 3 to 5 years of experience of related experience, preferably in a Registrar’s office setting
• Experience working with student information systems, preferably Banner

Job Location

Oshawa, Ontario, Canada

Expected Start Date

10/13/2026

Expected End Date

6/30/2028