Records Officer
Edmonton, AB
One of Alberta’s Top Employers, NAIT offers a wealth of personal and family health and well-being benefits, training and development opportunities to support the professional growth of our staff, access to recreational and leisure facilities, a welcoming and inclusive environment unrivaled in engagement and dynamism, and co-workers who are collaborative, respectful and supportive.

The Office of the Registrar (RO) ensures adherence to academic regulations and processes that facilitate the provision of valued credentials. A strategic partner in program and student success, the RO champions NAIT’s educational model and provides subject matter expertise on admissions, enrolment and student information system solutions and data.

As an essential member of the Enrolment Management team in the Office of the Registrar, the Records Officer position is primarily responsible for ensuring the student records, processes, and related services are maintained at the highest level of accuracy and standards.The Records Officer uses reporting tools and system data to monitor program and course changes, and registered student activities, providing suggestions and recommendations to the Records Coordinator for continual improvements to business processes. The Records Officers acts as a liaison between NAIT and the Alberta Apprenticeship and Industry Training Board (AIT) to ensure consistent and appropriate support for the apprenticeship processes.

Key Responsibilities:
Screens, verifies, controls and ensures accuracy of information on the student record.

Researches, analyses, and corrects errors in student records to meet data standards and ensure data integrity (e.g. duplicate IDs, missing/outstanding grades).

Uses the Academic Advisement Report to generate graduation lists of eligible students for all programs.

Processes completion status for eligible students, calculates honours, and updates transcripts with graduation comments.

Organizes end of term processing.Reviews output, assesses and troubleshoots issues to find root causes and resolves any issues.

Creates and updates all credit and apprenticeship courses in the course catalog and maintains record of requests through Academic Tools.

Analyzes and approves all requested changes to credit and apprenticeship courses.

In consultation with the Records Coordinator, provides advice, knowledge and expertise to the schools around program and course change policy and process.

Provides support and expert knowledge around Records processes to student services and program areas

Trains, orients, and updates staff in new and existing policies, procedures, and systems as directed.

Researches, analyses and tests new or updated system functionality.

Validates data requested through systems from departments outside of the RO.

Knowledge and Skills:
Strong analytical skills and logical reasoning skills

Strong initiative and problem solving skills

Good memory and excellent attention to details.

Expert user of Microsoft Office applications

Ability to work efficiently and independently, under the minimal supervision.

Ability to work and communicate effectively and professionally in a diverse group.

Ability to multitask and apply organizational skills in order to meet deadlines.

Ability to work with frequent interruptions and maintain attention to detail.

Ability to learn software applications quickly and use them in accordance with established methods and procedures.

Knowledge of Records-related institutional policy and procedures, and how it applies to an asset

Complete knowledge of Freedom of Information and Protection of Privacy (FOIP)

Related business diploma with 3 to 5 years of related experience or High School Diploma with 5 to 7 years of related experience (other equivalent combinations of education and experience may be considered).

Experience working with a student information (PeopleSoft preferred), Academic Tools, and ATOMS – Apprentice Management System, is preferred

Experience working in post-secondary environment is preferred.

Remuneration: $1788.15 – $2314.12 bi-weekly plus a comprehensive benefit plan. (Classification – Admin Support V)

This position is covered by the Alberta Union of Provincial Employees (AUPE) Collective Agreement.

Thank you for your application however only those selected for an interview will be contacted.

It is recommended that applicants who have obtained educational credentials from outside of Canada and have not had them previously assessed, obtain an evaluation of their credentials from World Education Services or the International Qualifications Assessment Service (IQAS) -