Records Officer

at  Thompson Rivers University

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.

EDUCATION:

• Associate degree, two-year diploma or equivalent post-secondary education

EXPERIENCE:

• Three years related experience in a post-secondary 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

• 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.
• Supports and assists with the registration process for TRU students. This includes self-service, email and in-person registration processes.
• 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.
• Processes application and course registration payments.
• Maintains current knowledge of Senate approved academic policies and related procedures and applies to everyday operations.
• Enters data into an enterprise relational database.
• Responds to inquiries (email, telephone and in-person) and provides information and guidance on TRU’s programs, academic policies, admission requirements and fees and payment policies.
• 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.
• Assists with functional testing of new and existing student-related systems applications.
• Provides administrative support.