Job Description

Student Records Representative - Regular Part Time

Status:

Regular Part Time

Hours:

Up to 24 hours/week

Home Campus:

Fennell (fully on-site)

Rate of Pay:

$24.88 per hour, plus 4% in lieu of vacation

Posting Date

August 28th, 2025

Closing Date:

September 4th, 2025 at 7:00 pm EST


We believe the rich diversity among our students and the communities we serve should be reflected within our workforce. As educators, we believe it is important to act and show leadership in advancing the principles of reconciliation, equity, diversity, and inclusion in our community.


Reporting to the Manager of Registration and Convocation, the Student Records Representative is tasked with a range of responsibilities which include processing Verifications of Enrolment, managing Continuing Education registrations, facilitating student name changes, handling exemptions, and issuing transcripts.


A key aspect of this role is the maintenance of strong and positive customer relationships. The incumbent is expected to address inquiries and concerns with promptness, courtesy, and the highest level of professionalism, ensuring that each interaction contributes to a positive experience for students.


Given the nature of the duties, the position requires careful handling of confidential student records and sensitive information, ensuring compliance with relevant policies and maintaining the integrity of the data.

What you'll be doing:

Processing

Process and complete requests for transcripts, and verification of attendance. Completing documentation will require utilizing a variety of systems which will include (but are not limited to); Banner, FAST, Exemption Tool, MyCreds, My Academic Progress, etc. Work directly with agencies such as the Law Society to directly provide official transcripts to support accreditation or licensing for graduates. Be the main point of contact for transcripts received by and submitted to OCAS for applicants. Responsible for running mock fee assessments for students. Facilitate student name changes, and processes course exemptions. Supports manual registrations through dual credit, continuing education and other programs. Completes documentation in compliance with record-keeping requirements of the College, and external organizations as appropriate e.g. the Ministry of Training, Colleges and Universities, provincial and federal government financial aid programs, etc. Specific procedures and documentation requirements vary for post-secondary, continuing education and apprenticeship programs, and generally involve a considerable degree of confidentiality. Completes documentation in compliance with record-keeping requirements of the College, and external organizations as appropriate e.g. the Ministry of Colleges and Universities.

Communication

As the main point of contact regarding transcripts, verifications of attendance and letters of support, the incumbent will respond to inquiries from students and staff related to these services. This will include providing detailed instructions on how to complete requests for these processes.

Service Enhancement

Identifies opportunities to improve processes which includes communications to students, website information (corporate site as well as MyMohawk) etc.

Other Duties

As a member of the Registrar's Office, the incumbent will be required to support key activities such as open house, welcome week and convocation. Completes other assigned duties as required to support efficient campus or departmental operations.

Other duties as assigned.

What you'll bring to the role:

2-year diploma or certificate in Office or Business Administration or equivalent combination of similar education and experience. A minimum of two years of practical experience, in an educational setting, supporting learners in preparing enrolment-related documentation. Demonstrated understanding of college and registrarial services. Experience supporting international learners. Experience in Banner is an asset. Experience with Microsoft Office suite. Additional training related to Banner, FastSuite, MyMohawk, WaitWell. Demonstrated commitment and understanding of human rights, equity, diversity, inclusion, and accessibility. The ability to communicate and work effectively with diverse students, employees, and communities.

What we offer:

Opportunity to gain experience and build relationships at a Hamilton/Niagara Top Employer. Access to professional development opportunities. Option to enroll in Defined Benefit pension plan (CAAT) with contributions matched by Mohawk College. Discounted rate for full-service athletic facility and instructor-led classes. Opportunities to engage in wellness events and activities.

To find out more about working at Mohawk College, please visit https://www.mohawkcollege.ca/about-mohawk/careers-at-mohawk


We are committed to reconciliation and nurturing an inclusive, diverse, equitable, and accessible (IDEA) environment for everyone who learns and works at Mohawk College. We welcome applications from racialized persons, women, Indigenous people, persons with disabilities, 2SLGBTQIA+ persons, and others who may contribute to the further diversification of ideas.


The College is committed to fostering inclusive ad barrier-free recruitment and selection processes. If you require accommodation during any stage of the recruitment process, please contact Human Resources.


To learn more about Mohawk College's commitments, please visit the Mohawk College strategic plan webpage: https://www.strategicplan.mohawkcollege.ca/