Senior Records Officer

Njoyn; Ottawa; On-site; CAD 70,000 - 90,000; Full time

Job summary

Njoyn in Ottawa is seeking a Senior Records Officer to oversee administrative processing of Central Academic Records, including registration, grades, transcripts and diplomas, with minimal supervision.

The role requires leading teams, ensuring policies are followed, and collaborating with the Registrar's Office and the Office of Post Doctoral and Graduate Affairs on schedules and data integrity. Strong communication and governance of records compliance are essential.

Responsibilities

• Develop internal control techniques to provide audit trails for the Student Records Data Base.
• Coordinate production of University transcripts and diplomas.
• Support cross-functional development and staff coaching within Registrar Specialists teams.
• Advise clients on university policy and procedures related to student records.

Job description

With a minimum of supervision, the Senior Records Officer is responsible for the effective facilitation of all administrative processing activities relating to Central Academic Records. Records Integrity refers to registration, graduation, biographical data, transcripts and all matters related to student records.

Working within established guidelines, the Senior Records Officer is responsible for developing internal control techniques to provide efficient audit trails for the Student Records Data Base; maintaining and developing the proper procedures for creation and archiving of hard-copy files; collection and validation of final grades; convocation data; coordinating and directing the production of University transcripts and diplomas; collaborate with the Office of Institutional Research in the production of accurate and timely grant reports; examining and assessing of international student exemptions; keeping the Associate Registrar informed and advised of data processing issues within the records system in general and assisting with projects.

The Senior Records Officer is knowledgeable on leading effective work teams, office processing standards and functional operations of the Office. The Senior Records Officer ensures that University rules and policies pertaining to all aspects of student records expertise exists among the Registrar Specialists. The incumbent provides advice and support in all aspects of student records to clients including providing detailed explanation and interpretation, for matters relating to university policy and procedures.

The incumbent is also required to have a high level of technical knowledge of the software program(s) that support the student information system. In consultation with Operations, the incumbent is responsible for supporting the ongoing technical and functional development of the software systems that support transcripts and diploma production, and grade collection.

The Senior Records Officer is accountable for ensuring team leadership, coaching, training and ongoing development for the Registrar Specialists teams in terms of records, auditing issues, and supporting cross-functional development.

The Senior Records Officer collaborates with other Senior Officers in the Registrar's Office and The Office of Post Doctoral and Graduate Affairs on production and work schedules and on cross communication, documentation and training.

Although this position is involved and has responsibilities in other aspects and services of the Registrar's Office, the incumbent reports directly to the Assistant Registrar, Central Academic Records.