Records Officer

In order to ensure your application is received by NAIT for thorough review and consideration, please apply directly through our Careers site at

Please Note: This posting will be used to fill three positions.

Please Note: This competition is limited to current NAIT staff

The Records Officer plays a pivotal role in ensuring the integrity, accuracy, and efficiency of student academic and apprenticeship records, while driving innovation in records management processes. The Records Officer manages and safeguards student records and serves as a key liaison between internal and external stakeholders This role requires exceptional analytical and critical thinking skills to interpret and analyze complex records data, resolve discrepancies, and maintain compliance with institutional policies. The Records Officer actively applies systems thinking to streamline interconnected processes across multiple platforms, ensuring seamless operations and data consistency. With a commitment to continuous improvement, the role also identifies process gaps, recommends enhancements, and participates in system testing and optimization projects to improve service delivery and operational excellence.

Key Responsibilities:

• Communicates effectively with internal and external stakeholders to support the administration of student academic records.
• Provides clear and accurate explanations of policies, procedures, and business processes related to Records functions to staff, faculty, and students.
• Manages grade entry operations, grade correction requests, and grade reappraisals.
• Processes official NAIT student record documents including transcript requests, parchments, and enrolment/education verifications
• Analyzes and processes student progression-related tasks, including program withdrawals, course withdrawals, academic advisement exceptions, program re-admission, completion timeline exceptions, and concentration/specialization change requests.
• Reviews, analyzes, and manages graduation-related and term-end processes in Campus Solutions and through direct coordination with internal stakeholders.
• Screens, verifies, and ensures the accuracy of student record data across credit, non-credit, and apprentice programs.
• Continuously evaluates records processes and communications to identify areas for improvement.
• Participates in system and communication enhancement projects, acting as a subject matter expert to translate business needs into technical requirements.

Skills & Abilities:

• Attention to detail and accuracy in managing sensitive data
• Strong organizational and time-management skills to prioritize tasks and meet deadlines
• Proficiency in working independently and collaboratively in a fast-paced environment
• Strong interpersonal skills to communicate effectively with students, staff, and Stakeholders
• Experience in working with Student Information, Document Management, and Service Management Systems such as Campus Solutions, MyCreds, and/or Service Now
• Strong understanding of data governance principles, including accuracy, confidentiality, and compliance with institutional and legislative requirements (e.g., FOIP)
• Skilled in diagnosing complex issues related to student records, identifying root causes, and implementing effective solutions
• Skilled in applying institutional policies and procedures consistently while evaluating exceptions and unique scenarios
• Experience in evaluating workflows, identifying inefficiencies, and recommending improvements for operational excellence
• Ability to deliver training sessions and maintain accurate knowledge base documentation for staff and stakeholders

Qualifications:

• High school diploma. Post-secondary diploma or degree is considered an asset
• Prior training and/or experience in administering student records and/or working with PeopleSoft Campus Solutions is considered an asset
• 2-3 years of experience in a post-secondary environment
• 2-3 years of experience with student records management
• 2-3 years of experience with Student Information, Document Management, and/or Service Management Systems
• 1-2 years of experience with involvement in continuous improvement activities and/or systems solutions
• Equivalencies may be considered

Applicants with education credentials earned outside of Canada should have their credentials evaluated by World Education Services (WES), International Qualifications Assessment Service (IQAS) or the Comparative Education Services (CES).

Remuneration: $48, $62,451.48 annually, plus a comprehensive benefits package. (Classification – Administrative Support V).

This position is covered by the Alberta Union of Provincial Employees (AUPE) Collective Agreement.

Please submit a resume and cover letter to be considered for this opportunity.

About NAIT

We are proud to have been named one of Alberta's Top Employers for 14 consecutive years. Being part of a community that makes a difference in the lives of students, staff, industry clients and partners, NAIT's culture reflects our shared values of respect, collaboration, celebration, creativity, and accountability.