Job Description

Records Officer - Limited Term

Tracking Code: req781

Faculty/Department: Office of the Registrar

Number of Positions: 1

Appointment Type: Limited Term 12 months

Hours of Work: 35 hours per week

Salary Range: Level 8 - Starting Salary, Step 1 $62,834

Posting Date: August 8, 2023

Closing Date: August 14, 2023

Job Summary:

Records Officer supports the strategic goals of the Office of the Registrar from registration to graduation by ensuring the maintenance, confidentiality, and integrity of student records. Key areas of responsibility for this position include course maintenance, grading, academic standing, withdrawals, student record changes, refunds, graduation and reporting. The Records Officer collaborates with and responds to inquiries from other staff in the Office of the Registrar as well as other staff across the university. This position must maintain a high degree of accuracy when updating student records, while also adhering to consistently competing deadlines.

Nature of work:

This position reports to the Associate Registrar and Director, Records and Scheduling.

Responsibilities/accountabilities:

• Processes change forms including program/major/concentration changes, program withdrawals, academic misconducts, course substitutions, grade reappraisals, and course overload fees.
• Responsible for running the grading and academic standing processes at the end of each term.
• Responsible for processing change of grades through the Change of Grade workflow.
• Responsible for running and submitting reports to the insurance companies for the health and dental insurance fee and the legal protection plan fee.
• Problem solves issues from students, insurance companies, and Finance regarding health and dental and legal protection fees.
• Assists with updating of fees and fees testing to ensure the accuracy of student fees prior to registration.
• Responds to student/staff issues regarding courses or fees during the registration period.
• Runs the Dean\'s/President\'s list reports and updates Students with Accessibility (SAS) where required.
• Reviews program maps to ensure accuracy of degree audits and updates the degree audits as required.
• Creates degree audits for new programs.
• Runs degree audits for staff and faculty as requested.
• Responds to student/staff inquiries in regards to degree audits on Web CAPP
• Updates the degree audits where required and ensures that they are signed off by the faculties.
• Responsible for coding graduates in Banner and runs the process to update the honours standing.
• Runs and distributes Refund reports for processing according to the refund schedule.
• Processes manual and rush refunds as required.
• Processes and codes batch refunds and checks for accuracy of the refunds.
• Creates and maintains new fillable or Mach forms as required.
• Creates and maintains protocols.
• Takes a lead role in the testing required for Banner system upgrades.
• Assists with analysis, testing and implementation of new workflows and other Records projects.
• Assists at Convocation ceremonies as required.

Required Skills:

• Strong attention to detail and high level of accuracy and efficiency in a face-paced environment.
• Acts with integrity and maintains confidentiality.
• Strong analytical and program solving skills.
• Ability to multi-task in a fast-paced environment.
• Proficiency with the Microsoft Office suite (e.g. Access and Excel).

Required Education:

• Completion of a University Program consisting of Four Academic Years
• A combination of education and experience will be considered

• Verification of Academic credentials may be required.

Required Experience:

• Over 3 years and including 5 years experience in post-secondary environment, preferably in a Registrar\'s office setting.
• Experience working with a Student Information System - preferably Banner.

How to Apply:

Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepted until August 14, 2023 or until a suitable candidate is found. We appreciate all applications received; however, only those candidates selected for an interview will be contacted.

This position falls within the bargaining unit represented by the Ontario Public Service Employees Union (OPSEU) and will be subject to the terms and conditions of the collective agreement between the university and the OPSEU. To the extent that policies are not included in the collective agreement, employment will also be governed by the university\'s policies which may also be found on our website and which may be amended from time-to-time.

Ontario Tech University is an equal opportunity employer and welcomes applications from all qualified candidates, while especially encouraging applications from women, members of visible minorities, Indigenous peoples, persons with disabilities, and persons of any sexual orientation, gender identity, and gender expression. All qualified candidates are encouraged to apply; however, Canadian citizens, permanent residents and Indigenous Peoples in Canada will be given priority.

Ontario Tech University respects people\'s different needs and therefore will take all reasonable steps to ensure accommodation for applicants where appropriate. The University is also committed to ensuring that confidentiality is maintained throughout all aspects of the recruitment cycle.

If you require accommodation, please contact , Health and Disability Management Specialist. For more information about the universities policies for accommodating employees with disabilities please review the university\'s

The university acknowledges the lands and people of the Mississaugas of Scugog Island First Nation which is covered under the Williams Treaties. We are situated on the Traditional Territory of the Mississaugas, a branch of the greater Anishinaabeg Nation which includes Algonquin, Ojibway, Odawa and Pottawatomi.

Job Location: Oshawa, Ontario, Canada

Expected Start Date: 9/5/2023

Expected End Date: 8/30/2024

Ontario Tech University