Students Records Administrator

This competition is open to all applicants however; internal candidates and applicants who were former employees of the University of Alberta will be given priority consideration before external candidates. Please log in to verify your internal candidate status.

This position is a part of the Non-Academic Staff Association (NASA).

This position has an end date of January 22, 2027 and offers a comprehensive benefits package.

Location - This role is in-person. Work primarily takes place at North Campus, Edmonton.

The Student Records Administrators (SRAs) play a crucial role within the Enrolment Services team, ensuring the accurate and timely delivery of student record-related services. The SRAs are responsible for the maintenance and electronic location of all incoming student-related documents requiring ascertaining a 100% match of documents to student records in order to ensure the integrity of the institution's standard on identity management.

This position has evolved from paper-based to electronic, adding a significant amount of complexity to the position with the majority of documents received and sent are now processed electronically. Implementation of a more robust electronic record administration approach has resulted in various new applications for students, graduates and 3rd parties to submit their requests. SRAs are now required to monitor numerous avenues of requests and respond to them all in a timely manner. This requires a high level of comfort working with large online databases.

This position requires meticulous attention to detail, technical proficiency, and a commitment to maintaining the integrity and confidentiality of student records. The SRAs work as a team to prioritize tasks daily and independently to process each request. They support one another as necessary to ensure all work is flowing as smoothly as possible.

The Office of the Registrar (RO) plays a key role in every aspect of the student experience, from recruitment to graduation and beyond. The RO also supports the broader campus community, including faculties, departments, and other units.

• Performs first point analysis of documents received in the office by mail/fax/FreshService/Jira/Dropbox/Student Service Centre.
• Prepares student documents for scanning and digitizes the documents by adding metadata for the purpose of classification and filing.
• Prints and mails transcripts (Undergraduate, Graduate, Continuing Education) having identified the correct components required for each official transcript.
• Participates in quality assurance (QA) processes.
• Responds to student queries directly through ticketing application.

• Completes 3rd party forms as required ensuring adherence to Protection of Privacy Act (POPA) by ascertaining appropriate releases have been received.

• Post Secondary Diploma in Records Management or related field.

• Minimum 2 years of related experience in a large organization, preferably post-secondary.
• Equivalent combinations of education and experience may be considered.

Application Instructions

Please submit your resume and cover letter.

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all FirstPeoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people - from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.

All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms—physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of belonging and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.

The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. We welcome applications from all qualified persons. We encourage women, First Nations, Métis and Inuit persons, members of visible minority groups, persons with disabilities, persons of any sexual orientation or gender identity and expression, and all those who may contribute to the further diversification of ideas and the University to apply.

L'Université de l'Alberta s'engage à créer une communauté universitaire où chaque personne se sent valorisée, où les obstacles à la réussite sont éliminés et où des connexions enrichissantes peuvent se développer. Nous accueillons les demandes de toutes les personnes qualifiées. Nous encourageons les femmes; Premières nations, Métis et Inuits; membres des groupes minoritaires visibles; personnes handicapées; personnes de toute orientation sexuelle ou identité et expression de genre; et toutes les personnes qui peuvent contribuer à la diversification des idées et à l'université à postuler.