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 the strategic 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

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 new 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 setting 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

Job Location
Oshawa, Ontario, Canada

Expected Start Date
10/13/2026

Expected End Date
6/30/2028

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📌 Records Officer - Limited Term (Ontario)
🏢 Ontario Tech University
📍 Ontario