Records & Registration Coordinator

Okanagan College; Kelowna; On-site; CAD 62,000 - 71,000; Full time

Job summary

Okanagan College in Kelowna, BC, Canada, seeks a Records & Registration Coordinator to ensure accurate, compliant delivery of student records and registration services.

Reporting to the Manager, Operations & Transformation, the role provides advanced support to staff, faculty, and students, focusing on data integrity, privacy, and policy interpretation across campuses.

Qualifications

• Undergraduate degree in business, administration, communications, computer systems, or a related field.
• Minimum six years of progressively responsible experience, including at least four years in a post-secondary environment with advanced records and registration responsibilities.
• Ellucian Banner experience is essential.
• Experience with student information systems, such as Banner, and related reporting tools.

Responsibilities

• Administers records and registration processes per policy.
• Provides advanced guidance to staff, faculty, and students on records.
• Ensures data integrity and accuracy of student records and official documentation.
• Supports day-to-day records and registration operations and responds to inquiries.

Skills

Policy interpretation

Analytical thinking

Communication

Independent work

Prioritization

Data management

Education

Undergraduate degree in business, administration, communications, computer systems, or related field

Tools

Ellucian Banner

Student Information Systems

Reporting tools

Job description

When you join Okanagan College, you’re joining a team that’s transforming lives and communities.

Every course you create, every student you support and every connection you build, it all matters.

Be a part of a vibrant campus community, where the work you do every day truly makes a difference.

Desired Start Date: September 28, 2026

Salary range: $61,753 - $70,561

Bargaining unit: BCGEU Support Staff

Classification: Support Services Coordinator I

Type of appointment: Regular Full-time

Schedule: 8 am - 4 pm (summer), 8:30 am - 4:30 pm (winter); extra hours are required during busy times

Closing date: September 8, 2026

Special Instructions to Applicants:

Travel to other campuses is required

Shortlisted internal candidates must notify the current Support Staff Bargaining Chairperson and People Services if they want a Union Observer during interviews and final selection of candidates.

Your Opportunity

Reporting to the Manager, Operations & Transformation, the Records & Registration Coordinator provides advanced coordination and subject matter expertise to ensure the accurate, consistent, and compliant delivery of student records and registration services. Working within established policies, procedures, system controls, and delegated authority, the position exists to support the integrity of the student record and the effective administration of academic policies and processes that enable student access, progression, and completion.

The Coordinator contributes to the mission and goals of the Office of the Registrar and Okanagan College by coordinating daily operations; researching and analyzing complex, unusual, cross-functional, or policy-sensitive issues; providing advanced support and guidance to staff, faculty, and students; and consulting with the Manager, Associate Registrar, or Systems team on matters requiring further interpretation, approval, or specialized expertise. Through a focus on data accuracy, policy compliance, service consistency, and continuous improvement, the role supports the delivery of high-quality, responsive, and student-centred services that uphold institutional accountability and operational excellence.

Functions and Duties

• Records & Registration Administration
  • Administers records and registration processes, including complex withdrawals, grade changes, out-of-sequence registration, and block registration
  • Assesses eligibility for registration, reviews academic progression, and determines appropriate records and registration action in accordance with policy
  • Runs routine transcript processes and creates and issues verification of enrolments and other routine official documents
  • Ensures the accuracy, integrity, and completeness of student academic records and official documentation
• Operations & Functional Support
  • Coordinates day-to-day records and registration operations to support consistent and effective service delivery
  • Analyzes unusual, cross-functional, or policy-sensitive cases; provides advanced functional guidance and procedural support to staff; and refers exceptions or matters requiring interpretation or approval to the appropriate decision-maker.
  • Provides advanced support and guidance to students, faculty, and deans on records and registration matters
  • Serves as the first escalation point for records and registration inquiries and issues
  • Contributes to operational planning, including preparation for peak registration periods and continuous process improvement initiatives
• Systems, Data & Quality Assurance
  • Performs approved system functions and supports diagnosis, documentation, testing, and referral of functional issues
  • Supports the maintenance of procedures, documentation, and training resources to promote operational consistency and data integrity
  • Receives direction from the Associate Registrar, Systems and works closely with the systems team on escalated troubleshooting and continuous improvement of records and registration processes
  • Participates in quality assurance activities to ensure accuracy, identify trends, and recommend improvements
• Policy, Compliance & Student Support
  • Applies academic policies, procedures, and privacy legislation
  • Ensures compliance with institutional policies, regulatory requirements, and records governance standards
  • Performs work in accordance with established policy and procedure and supports others
  • Handles confidential inquiries, requests, documents, and escalated concerns with discretion, sound judgment, and professionalism

Education and Experience

• Undergraduate degree in business, administration, communications, computer systems, or a related field
• Minimum six years of progressively responsible experience, including at least four years in a post-secondary environment with advanced records and registration responsibilities
• Ellucian Banner experience is essential
• Demonstrated experience interpreting and applying academic policies, procedures, and regulatory requirements in complex situations
• Experience with student information systems, such as Banner, and related reporting tools

Skills and Abilities

• Ability to interpret and apply complex policies, procedures, and regulatory requirements
• Strong analytical, problem-solving, and decision-making skills
• Strong communication and interpersonal skills, with the ability to support a wide range of stakeholders
• Ability to work independently, exercise sound judgment, and manage competing priorities in a high-volume environment
• Strong working knowledge of student information systems, reporting tools, and data management practices
• Ability to handle sensitive and confidential matters with discretion and professionalism

Our Values

Students first: Creating meaningful life-long educational opportunities of the highest quality for alumni, current, and future students is at the heart of everything we do.

Community: We are one College. We enthusiastically embrace the opportunity to work with, learn from, and support everyone we encounter collaboratively and collegially.

Respect: We welcome, embrace, and celebrate that which make us unique in creating an environment in which every individual is valued, affirming our commitment to human dignity for all.

Courage: We are courageous in our actions in areas that contribute to positive change in our communities and beyond. We have the courage to be vulnerable. We are truthful, sincere, and act ethically with honesty and fairness.

Relationships: We steward meaningful relationships built on a foundation of reciprocity. We are compassionate, empathic, and care for the holistic well-being of students, employees, community members, and the land.

Distinction: We choose activities in which we can achieve excellence and positively impact society.

Okanagan College is committed to increasing the equitable and inclusive participation of marginalized people in all aspects of college life. We welcome and encourage applications from Indigenous Peoples, Black People, members of racialized groups/visible minorities, people with disabilities and people with diverse gender identities or expressions. People with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, [e-mail].