Records Officer

**Campus Location**:New Westminster**

**Regular / Term**:Regular Full-Time**

**Closing Date**:Open Until Filled**

**Position Summary**:
Are you detail-oriented with a passion for customer service and administrative support? Join our dynamic team as a Records Officer in the Registrar's Office, where you'll play a crucial role in maintaining the accuracy of student records. In this varied position, you will handle everything from processing form and letter requests to managing course changes, grades, and registration processes. You'll work closely with the Student Records Analyst, Admissions, and Registration Officers, providing essential support as needed.

The primary responsibilities of this role revolve around managing student records, which constitutes 80% of the duties. This includes monitoring the Records inbox, responding to student and staff inquiries, and working collaboratively with various departments to resolve issues related to courses, grades, and program completion. The role involves processing registration and course change forms, maintaining student records, handling course withdrawal requests, and preparing both official and unofficial transcripts. The incumbent is also responsible for updating grade changes, managing start and end of term processes, coordinating reporting functions through Colleague and other systems, placing holds on student accounts, and handling education verification requests. They prepare and sign routine and non-routine correspondence and documentation. Other tasks include drafting academic progression letters, managing filing systems, creating and reviewing templates, assisting with T2202A tax forms, consolidating data for the Central Data Warehouse, and processing legal name changes.

Additionally, 20% of the responsibilities involve supporting the Registration Office. This includes maintaining student-related information on the website, assisting with projects like enrollment reports, and ensuring data accuracy for reporting purposes. The role also involves resolving individual student issues as forwarded by the Registration Office. In addition, the Records Officer streamlines processes to make the Records Department more efficient.

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**Qualifications & Requirements**:

- Completion of two years (approximately 60 credits) of post-secondary education.
- Two years of related work experience, preferably in dealing with the public in an educational setting.
- Thorough knowledge of the applicable rules, regulations and procedures that govern the Institute and the Registration office activities.
- Considerable knowledge of the lnstitute's programs, courses, services and activities offered and knowledge of viable alternatives available for programs not offered by the Institute.
- Considerable knowledge of the lnstitute's policies and procedures governing records maintenance, admissions and registration.
- Considerable knowledge of Colleague or another automated student record system.
- Considerable knowledge of business English, spelling, punctuation and arithmetic.
- Considerable knowledge of the lnstitute's policies and procedures governing transfer credit and graduation.
- Working knowledge of office practices, procedures and equipment.
- Ability to work independently, under the mínimal direction of a supervisor.
- Ability to maintain confidentiality.
- Ability to communicate effectively with a diverse public and use judgement in providing a high level of customer service.
- Ability to handle difficult customers appropriately.
- Ability to establish and maintain effective working relationships with other employees, students and the general public.
- Ability to follow oral and written instructions.
- Ability to work with constant interruptions and to maintain attention to detail.
- Ability to process and enter data accurately.
- Ability to learn assigned clerical duties readily and to perform them in accordance with established methods and procedures.
- Ability to assess information and service needs, and provide information regarding admission procedures, educational planning and academic advising.
- Ability to make simple arithmetic computations and tabulations correctly.
- Ability to compose routine and non-routine correspondence.
- Ability to provide one-on-one instruction on assigned tasks to new and temporary staff.
- Skill in operating a variety of office equipment.

**About JIBC**:
Justice Institute of British Columbia (JIBC) is a public, post-secondary institution that provides education and training to those who’ll be there to support British Columbians and others around the world, when a life is at stake or when health, safety or property is in jeopardy. Work for JIBC and be a part of the big picture - supporting justice and public safety professionals at all stages of their careers in fields including law enforcement, firefighting, paramedicine, security and emergency management.

As a JIBC employee, you’ll play a role in our educational programming,