Records Officer - Limited TermTracking Code: req2246Faculty/Department: Office of the RegistrarNumber of Positions: 1Appointment Type: Limited Term 19 MonthsHours of Work: 35 hours per weekSalary Range: Level 8- Starting Salary, Step 1$80,379Posting Date: September 14, 2026Closing 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 catalogueInactivates courses yearly on the course catalogue according to the Moribund course policyUpdates all restriction and prerequisite changes to course sections and adds news sections prior to each registration periodAssists with updating of fees and fees testing to ensure the accuracy of student fees prior to registrationResponds to student/staff issues regarding courses or fees during the registration periodResponsible for running the grading and academic standing processes at the end of each termDistributes the INCL/EXCL reports to staff for updating prior to the running of academic standingManually loads and updates grades and standing where requiredEnsures that missing, deferred and incomplete grades are updated each termRuns 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 coursesRuns the Dean's/President's list reports and updates Students with Accessibility (SAS) where requiredAdministers on-line Application to Graduate and ensures it is updated prior to each application periodResponsible 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 facultiesResponsible for coding graduates in Banner and runs the process to update the honours standingEnsures that required communications are sent to graduatesPrepares and proofs the reports required for the convocation program,



the convocation cards and the photographerResponsible for ensuring that the signatures on the parchments are correct each term and for requesting updated templates where the signature changesCollaborates with the Records coordinator to run and proof the parchment reportAdministers the digital degree process and ensures that students receive their degrees2. Maintains Student Records:Processes change forms including Program/Major/Concentration Changes, Program Withdrawals, Academic Misconducts, Course Substitutions, Grade Reappraisals, and Course Overload feesProcesses the decisions for Academic Standing Reviews through the Review of Academic standing workflowResponsible for processing change of grades through the Change of Grade workflowProblem 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 requiredRuns and distributes Refund reports for processing according to the refund scheduleProcesses manual and rush refunds as requiredProcesses and codes batch refunds and checks for accuracy of the refundsActs as a back-up to the Records Coordinator to run transcripts including in-person, EDI and Web and to troubleshoot any EDI issues if requiredReviews program maps to ensure accuracy of degree audits and updates the degree audits as requiredCreates degree audits for recent programsRuns degree audits for staff and faculty as requestedResponds to student/staff inquiries in regards to degree audits on Web CAPP3. Reporting:Generates various different Records reports using Cognos Impromptu for partner institutions such as grade reports for Durham college and registration reports for Georgian collegeGenerates Impromptu reports for grades, academic standing and registration and requests changes to reports where requiredRuns the required files each term to process and assign any missing Ontario Education Number (OEN).Troubleshoots any OEN issues on the Ministry siteUploads 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 feeEnsures errors are corrected for Ministry reporting each term4. Communications & Forms:Assists with the proofing of academic standing,



convocation and other records emails to ensure accuracyReviews and updates Record forms yearlyCreates new fillable or Mach forms as requiredCreates and maintains protocolsSends individual student emails such as Dean's/President's list, additional fees, holds, change of grade or standingReviews and updates the Registrar's Office Communication plan monthly for RecordsReviews and updates the Records, Convocation, fees information on the Registrar's Office pages on the university web siteSubmits messages to Global communications for MyCampus, the mobile app and posters as required5. Records Projects:Takes a lead role in the testing required for Banner system upgradesAssists with analysis, testing and implementation of new workflows and other Records project6. Convocation:Oversees the line-up card and parchment distribution at convocationAssists at Convocation as requiredRequired Skills:Proficiency in using software and computer programs such as Windows, Microsoft Office (e.G. Excel, Access)Excellent written communication skillsStrong attention to detail and high level of accuracy and efficiency in a fast-paced environmentActs with integrity and maintains confidential informationAbility to work in an environment with overlapping priorities and deadlines.Strong analytical and problem-solving skills with a keen attention to detailAbility to multi-task in a fast-paced environment exemplifying excellent leadership skillsRequired Education:Completion of a four-year university degreeA combination of education and experience may be considered for this role* Verification of Academic credentials may be requiredRequired Experience:Minimum 3 to 5 years of experience of related experience, preferably in a Registrar's office settingExperience working with student information systems, preferably BannerOntarioTech 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 PolicyJob Location:Oshawa, Ontario, CanadaExpected Start Date:10/13/2026Expected End Date:6/30/2028

📌 Records Officer - Limited Term (Oshawa)
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