Records Officer - Limited Term Tracking Code:

req2246

Faculty/Department

Office of the Registrar

Number of Positions

1

Appointment Type

Limited Term 19 Months

Hours of Work

35 hours per week

Salary Range

Level 8- Starting Salary, Step 1$80,379

Posting Date

September 14, 2026

Closing Date

September 21, 2026(11:59 pm EST)

Job Summary: Reporting to the Associate Registrar and Director, Records and scheduling, the Records Officer supports thestrategic goals of the Registrar's Office from registration to graduation by ensuring the maintenance, confidentiality and integrity of student records. Key areas of responsibility for this position include course maintenance, grading, academic standing, withdrawals, student record changes, refunds, graduation and reporting.

The Records

Officer collaborates with and responds to inquiries from other staff in the Registrar's office as well as other staff across the university. This position must maintain a high degree of accuracy when updating student records, while also adhering to consistently competing deadlines.

Responsibilities/accountabilities: 1. Start of Term Processing, End of Term Processing & Graduation:

Responsible for updating the yearly curriculum changes in the Banner course catalogue

Inactivates courses yearly on the course catalogue according to the Moribund course policy

Updates all restriction and prerequisite changes to course sections and adds news sections prior to each registration period

Assists with updating of fees and fees testing to ensure the accuracy of student fees prior to registration

Responds to student/staff issues regarding courses or fees during the registration period

Responsible for running the grading and academic standing processes at the end of each term

Distributes the INCL/EXCL reports to staff for updating prior to the running of academic standing

Manually loads and updates grades and standing where required

Ensures that missing, deferred and incomplete grades are updated each term

Runs the prerequisite reports to ensure that students who failed a class that is a prerequisite for a course they are registered in, are dropped from their courses

Runs the Dean's/President's list reports and updates Students with Accessibility (SAS) where required

Administers on-line Application to Graduate and ensures it is updated prior to each application period

Responsible for running and distributing degree audits to the Advisors for students who have applied to graduate from the summer, fall and winter terms.

Updates the degree audits where required and ensures that they are signed off by the faculties

Responsible for coding graduates in Banner and runs the process to update the honours standing

Ensures that required communications are sent to graduates

Prepares and proofs the reports required for the convocation program, the convocation cards and the photographer





Responsible for ensuring that the signatures on the parchments are correct each term and for requesting updated templates where the signature changes

Collaborates with the Records coordinator to run and proof the parchment report

Administers the digital degree process and ensures that students receive their degrees

- Maintains Student Records:

Processes change forms including Program/Major/Concentration Changes, Program Withdrawals, Academic Misconducts, Course Substitutions, Grade Reappraisals, and Course Overload fees

Processes the decisions for Academic Standing Reviews through the Review of Academic standing workflow

Responsible for processing change of grades through the Change of Grade workflow

Problem solves issues from students, Insurance companies and Finance in regards to Health and Dental and Legal Protection fees. Checks and updates winter insurance fees as required

Runs and distributes Refund reports for processing according to the refund schedule

Processes manual and rush refunds as required

Processes and codes batch refunds and checks for accuracy of the refunds

Acts as a back-up to the Records Coordinator to run transcripts including in-person, EDI and Web and to troubleshoot any EDI issues if required

Reviews program maps to ensure accuracy of degree audits and updates the degree audits as required

Creates degree audits for current programs

Runs degree audits for staff and faculty as requested

Responds to student/staff inquiries in regards to degree audits on Web CAPP

- Reporting:

Generates various different Records reports using Cognos Impromptu for partner institutions such as grade reports for Durham college and registration reports for Georgian college

Generates Impromptu reports for grades, academic standing and registration and requests changes to reports where required

Runs the required files each term to process and assign any missing Ontario Education Number (OEN).

Troubleshoots any OEN issues on the Ministry site

Uploads both the Education file for new Education graduates and the Additional Qualification (AQ) Education files to Ontario College of Teachers (OCT)

Responsible for running and submitting reports to the insurance companies for the Health and Dental insurance fee and the Legal Protection plan fee

Ensures errors are corrected for Ministry reporting each term

- Communications & Forms:

Assists with the proofing of academic standing, convocation and other records emails to ensure accuracy

Reviews and updates Record forms yearly

Creates new fillable or Mach forms as required

Creates and maintains protocols





Sends individual student emails such as Dean's/President's list, additional fees, holds, change of grade or standing

Reviews and updates the Registrar's Office Communication plan monthly for Records

Reviews and updates the Records, Convocation, fees information on the Registrar’s Office pages on the university web site

Submits messages to Global communications for MyCampus, the mobile app and posters as required

- Records Projects:

Takes a lead role in the testing required for Banner system upgrades

Assists with analysis, testing and implementation of new workflows and other Records project

- Convocation:

Oversees the line-up card and parchment distribution at convocation

Assists at Convocation as required

Required Skills

Proficiency in using software and computer programs such as Windows, Microsoft Office (e.g. Excel, Access)

Excellent written communication skills

Strong attention to detail and high level of accuracy and efficiency in a fast-paced environment

Acts with integrity and maintains confidential information

Ability to work in an environment with overlapping priorities and deadlines.

Strong analytical and problem-solving skills with a keen attention to detail

Ability to multi-task in a fast-paced environment exemplifying excellent leadership skills

Required Education

Completion of a four-year university degree A combination of education and experience may be considered for this role

- Verification of Academic credentials may be required

Required Experience

Minimum 3 to 5 years of experience of related experience, preferably in a Registrar's office setting

Experience working with student information systems, preferably Banner

OntarioTech University is actively committed to equity, diversity, inclusion, indigenizationand decolonization (EDIID), and welcomes applications from all qualifiedcandidates, while especially encouraging applications from First Nations,Metis, Inuit peoples, Indigenous peoples of North America, racialized persons,persons with disabilities, and those who identify as women and/or2SLGBTQ+.All qualified candidates are encouraged to apply;however, Canadian citizens, permanent residents, Indigenous Peoples in Canada, and those eligible to work inCanada, will be given priority.

Ontario Tech University respects people's different needs and therefore will take all reasonable steps to ensure accommodation for applicants where appropriate. The University is also committed to ensuring that confidentiality is maintained throughout all aspects of the recruitment cycle. If you require accommodation, please contact Julie Day, Health and Disability Management Specialist.

For more information about the university's Accessibility Policy please review the university's Accessibility Policy

Job Location: Oshawa, Ontario, Canada

Expected Start Date: 10/13/2026

Expected End Date: 6/30/2028

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