G-577 Records Specialist

G-577 Records Specialist

20 May
University of Waterloo

20 May

University of Waterloo



Term: 1 year

The Graduate Records Specialist is responsible for the maintenance of graduate enrolment and academic records, as well as thesis submission, degree completion and other activities in support of graduation and convocation. The Records Specialist participates in the review and testing of related records systems, and in special projects for the Senior Records Specialist, Assistant Director, Graduate Admissions & Records Systems, and the Director, Graduate Academic Services as required. The Records Specialist plays a key role in maintaining data which form the basis for official university documents such as academic transcripts and key activities such as government reporting.



Bio/demographic and Enrolment Records

- Reviews grade submissions, milestone completions, program changes, transfer credits and bio/demographic and enrolment data changes received from Faculties and departments to ensure compliance with university and Graduate Studies policies and regulations

- Accurately codes changes and updates to graduate student records in Quest

- Advises students and faculty on regulations and procedures related to graduate student academic and enrolment records

- May be required to monitor special academic or disciplinary records involving probationary program status or suspension of enrolment

- Trains staff in Faculties and departments on procedures, regulations, and access to data

- Works with Financial Aid & Awards staff on issues related to award eligibility, enrolment and immigration status

- Works closely with the Manager, Graduate Reporting and Mobility Programs to ensure data quality for reporting activities.

- Provides backup to the Manager, Graduate Reporting and Mobility Programs for tasks such as student mobility programs (e.g. Ontario Visiting Graduate Student program)


- Provides advice to students, staff and faculty regarding thesis formatting requirements and submission processes, including requests to withhold circulation of the thesis from the public domain

- Reviews thesis submissions in UWSpace to ensure university formatting guidelines are met and accurate metadata is provided for cataloguing in the university collection and for harvesting to external sites including Library and Archives Canada

- Manages requests for the temporary withholding of theses from the public domain and secures appropriate approvals from the Associate Provost, Graduate Studies

Graduation and Convocation

- Advises students, staff and faculty on Graduate Studies academic and degree requirements and graduation procedures

- Reviews intention to graduate and degree completion submissions for compliance with Graduate Studies regulations, accurately codes in Quest, and prepares documents for scanning

- Supports convocation activities including but not limited to diploma preparation, reviewing the convocation program, and event support

Systems and Production Support

- Prepares documents for scanning to OnBase

- Runs queries and processes in Quest

- Provides input on requirements for Records business processes

- Participates in review and testing of records systems


- Undergraduate university degree or equivalent education and experience

- 3+ years working in an academic environment

- Knowledge of Graduate Studies policies and practices related to admissions, academic, enrolment and graduation records, and theses

- Knowledge of university policies related to access and release of student information, information security, and records management

- Proven student/client service and interpersonal skills. Professional demeanor in interacting with students on confidential and sensitive matters

- Ability to work both independently and in a collaborative, team-based environment

- Successful experience meeting multiple and concurrent deadlines

- Excellent communication skills (oral and written)

- Excellent organizational and time management skills 

- Proven experience with regard to accuracy and attention to detail

- Flexibility and ability to work effectively with Graduate Studies staff as well as departmental staff and faculty on complex issues and procedures

- Knowledge and experience with evolving and complex student information systems (e.g. PeopleSoft Campus Solutions (Quest))

- Knowledge and experience with document management systems (e.g. OnBase)

- MS Word, Excel

- GroupMail or other digital communication platforms

Equity Statement

The University of Waterloo is committed to implementing the Calls to Action framed by the Truth and Reconciliation Commission. We acknowledge that we live and work on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. The University of Waterloo is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River.

The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion.  As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuit/Inuk, Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at [email protected] or (phone hidden), ext. 35935.

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