Records Officer

Application Restrictions
Open to both Internal and external
Job Type
Support Staff (CUPE)
Posting In effect from
11/3/2024
Closing Application Date
25/3/2024
Closing date for internal CUPE applicants
25/3/2024

Applications will be reviewed commencing the “closing date for internal CUPE applicants” and may continue until the position is filled.

Internal CUPE applicants must submit their application by 4pm on the “closing date for internal CUPE applicants” for their Seniority to be recognized.  Applications received after the “closing date for internal CUPE applicants” will be considered alongside external applicants. 

Full/Part Time
Full Time
Support Type
Auxiliary (Over 4 Months)
Anticipated Start Date
8/4/2024
Position End Date (If Applicable)
24/12/2024
The Hours of work are subject to change depending upon departmental requirements
Schedule
The hours of work will be Monday to Friday, 7 hours a day, 8:00 am to 4:00 pm
Schedule Description
DUTIES

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.

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.

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

QUALIFICATIONS

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

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.
  

The salary for the above position is determined by the Collective Agreement with the Canadian Union of Public Employees, Local 4879, as it presently exists.
Pay Band
$28.36 – $31.51 ( CUPE Grade 07 (90% – 100%) )
Salary rate
Location
Kamloops, BC CA (Primary)
# of Hires Needed
1
Organizational Unit
Thompson Rivers University -> Enrolment Services
Diversity and Inclusion Commitment:
Thompson Rivers University is strongly committed to hiring based on merit with a focus on fostering diversity of thought within our community. We welcome those who would contribute to the further diversification of our staff, our faculty and its scholarship including, but not limited to, women, Indigenous, Black and People of Colour, persons with disabilities and persons of any sexual orientation or gender identity. Please note that all qualified candidates are encouraged to apply, however applications from Canadians and permanent residents will be given priority.

NOTE: To learn more about Thompson Rivers University or living in Kamloops or Williams Lake please visit our Careers website . External Candidates invited to interview will be required to bring a copy of their transcripts to the interview.