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Records Officer

5 months ago

Kamloops, Canada Thompson Rivers University Full time

The Records Officer provides service-oriented support to TRU students, staff and faculty. This includes conducting assessments and validating documents in accordance with approved university policies and procedures; registering students in courses, maintaining student records in an enterprise relational database; and communicating with students, staff, faculty and external stakeholders.

MAJOR DUTIES & RESPONSIBILITIES.
- Creates, maintains and verifies student, course and program records (paper and electronic) in an enterprise relational database following approved policies and procedures.
- In accordance with Senate policy and office procedures, evaluates and determines student eligibility to make course and program changes.
- Liaises with various areas and departments, including but not limited to Finance, Continuing Education and Advising groups, with respect to course section creation, fees and payment issues.
- Maintains current knowledge of Senate approved academic policies and related procedures and applies to everyday operations.
- Enters data into an enterprise relational database.
- Generates various form letters and institutional artifacts (including, but not limited to, official transcripts, parchments, confirmation of enrolments, registration data forms).
- Compiles and distributes reports.
- Creates and maintains resource material such as manuals and procedure documents.
- Maintains confidentiality of student records.
- Assists in the training of other Records staff.
- Processes graduation audits and organizes graduation related aspects of convocation. Assists with convocation activities.
- Provides administrative support.

REPORTS TO
Management within the Registrar's Office, as assigned

QUALIFICATIONS

EDUCATION:

- Associate degree, two-year diploma or equivalent post-secondary education

EXPERIENCE:

- Three years related experience in a post-secondary institution or related environment, including 1 year experience working in a student service area with an enterprise relational database and reporting software

SKILLS KNOWLEDGE OR ABILITIES RELATED TO THE JOB
- Demonstrated ability to perform electronic word processing and data entry in an enterprise relational database
- Typing speed of 45 wpm
- Ability to work well under pressure and deal courteously and tactfully with a variety of people
- Excellent oral and written communication skills with ability to show empathy in difficult customer situations
- Ability to use policy and departmental procedures to problem solve
- Ability to operate basic office equipment such as printers, scanners, fax machine and photocopier
- Ability to plan, organize and prioritize tasks, and meet deadlines while maintaining accuracy and attention to detail
- Ability to work independently as well as part of a team, and to demonstrate initiative
- Demonstrated ability to develop and provide reports as requested including working with reporting software
- Demonstrated experience with electronic spreadsheets software (e.g., Excel) and word processing
- Knowledge of TRU programs, courses and policies

WORKING CONDITIONS
- Sitting at desk and computer for long periods of time as well as counter work
- General office conditions
- Occasional lifting and moving items weighing approximately 10 kg.