Records Officer - Kamloops, Canada - Thompson Rivers University

Thompson Rivers University
Thompson Rivers University
Verified Company
Kamloops, Canada

1 week ago

Sophia Lee

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Sophia Lee

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Description
The Records Officer provides service-oriented support to TRU students, staff and faculty.

This includes conducting assessments and validating documents in accordance with approved university policies and procedures; registering students in courses, maintaining student records in an enterprise relational database; and communicating with students, staff, faculty and external stakeholders.

MAJOR DUTIES & RESPONSIBILITIES.

  • Creates, maintains and verifies student, course and program records (paper and electronic) in an enterprise relational database following approved policies and procedures.
  • In accordance with Senate policy and office procedures, evaluates and determines student eligibility to make course and program changes.
  • Liaises with various areas and departments, including but not limited to Finance, Continuing Education and Advising groups, with respect to course section creation, fees and payment issues.
  • Maintains current knowledge of Senate approved academic policies and related procedures and applies to everyday operations.
  • Enters data into an enterprise relational database.
  • Generates various form letters and institutional artifacts (including, but not limited to, official transcripts, parchments, confirmation of enrolments, registration data forms).
  • Compiles and distributes reports.
  • Creates and maintains resource material such as manuals and procedure documents.
  • Maintains confidentiality of student records.
  • Assists in the training of other Records staff.
  • Processes graduation audits and organizes graduation related aspects of convocation. Assists with convocation activities.
  • Provides administrative support.

REPORTS TO
Management within the Registrar's Office, as assigned


QUALIFICATIONS

EDUCATION:

  • Associate degree, twoyear diploma or equivalent postsecondary education

EXPERIENCE:

  • Three years related experience in a postsecondary institution or related environment, including 1 year experience working in a student service area with an enterprise relational database and reporting software

SKILLS KNOWLEDGE OR ABILITIES RELATED TO THE JOB

  • Demonstrated ability to perform electronic word processing and data entry in an enterprise relational database
  • Typing speed of 45 wpm
  • Ability to work well under pressure and deal courteously and tactfully with a variety of people
  • Excellent oral and written communication skills with ability to show empathy in difficult customer situations
  • Ability to use policy and departmental procedures to problem solve
  • Ability to operate basic office equipment such as printers, scanners, fax machine and photocopier
  • Ability to plan, organize and prioritize tasks, and meet deadlines while maintaining accuracy and attention to detail
  • Ability to work independently as well as part of a team, and to demonstrate initiative
  • Demonstrated ability to develop and provide reports as requested including working with reporting software
  • Demonstrated experience with electronic spreadsheets software (e.g., Excel) and word processing
  • Knowledge of TRU programs, courses and policies

WORKING CONDITIONS

  • Sitting at desk and computer for long periods of time as well as counter work
  • General office conditions
  • Occasional lifting and moving items weighing approximately 10 kg.
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