Administrator, Academic Records
Office of the Registrar
Position Purpose and Summary
The Administrator, Academic Records plays an important role within the Office of the Registrar, delivering exceptional service and support to students, faculty, staff, and external stakeholders. This position manages a broad portfolio of registration and records functions—including database administration, data analysis, and policy compliance—within the framework of university policy and best practices in student records management. This position carries significant institutional risk. Inadequate performance could result in legal, regulatory, reputational, or operational harm to the University and students.
Key Areas of Accountability
Maintenance of Accurate Records
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Manage grade entry deadlines within the student information system, coordinating with faculty and monitoring the [email protected] inbox.
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Post grades as needed and process late grade entries or changes.
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Process student profile update requests and ensure official transcripts accurately reflect academic programs.
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Troubleshoot academic and financial records issues in collaboration with Registrar staff and other departments.
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Review and approve late course withdrawals and Incomplete Grade Contracts.
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Liaise with faculty, Deans, advisors, students, and staff to provide timely support and solutions.
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Process special program registrations as requested.
Respond to Requests for Records
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Serve as System Administrator for the MyCreds digital records platform, overseeing secure and timely access to transcripts and official letters.
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Manage platform maintenance, user support, and coordination with internal and external stakeholders to optimize performance.
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Manually prepare official digital and paper transcripts, enrolment confirmations, standing letters, and graduation letters.
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Manage the [email protected] inbox, responding to phone calls and helpdesk tickets.
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Prepare custom letters per student requests and University policy, coordinating with faculty and Deans as needed for accuracy.
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Complete student forms for external bodies including government departments and financial institutions.
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Assist with domestic and international professional credential body requests, including lawyer and notary inquiries.
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Prepare and distribute course syllabi as requested.
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Ensure all releases of student information comply with institutional privacy and confidentiality policies.
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Collaborate with Graduation Audit Specialists to review, prepare and print degree parchments, ensuring accuracy, secure handling, and compliant fulfillment (mailing or pickup).
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Conduct daily review and verification of Letters of Acceptance related to study permit applications.
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Respond to individual document verification and international student status inquiries from Immigration, Refugees and Citizenship Canada (IRCC).
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Ensure all information sharing with IRCC complies with institutional privacy and confidentiality policies.
Process Improvement & Customer Service
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Regularly review Registrar services to identify best practices and opportunities to enhance the student and stakeholder experience.
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Introduce and implement efficiency improvements across the Office of the Registrar and the broader University.
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Maintain accurate and up-to-date content on the Office of the Registrar website.
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Assist with research, data analysis, and compilation of information on an as-needed basis.
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Promote the purpose and services of the Office of the Registrar to internal and external stakeholders.
Events & Convocation
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Support orientation week and graduation ceremonies as needed, including event logistics, activities, and preparation and distribution of diplomas.
Team Participation
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Act as an active and collaborative team member of the Office of the Registrar.
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Complete departmental, professional, and personal goals established for this role.
The Person
Skills and Abilities
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Skilled communicator, especially in written communication with students, staff, faculty, university administrators, lawyers, and officials from external organizations.
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Skilled in the use of computers and familiar in the use of various software programs, especially the Microsoft Office suite of programs.
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Firm understanding of bookkeeping principles.
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Superior attention to detail
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Skilled in the use of databases and spreadsheets, and in computations.
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Demonstrated strong organizational skills.
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Able to manage multiple projects with competing deadlines.
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Able to prioritize and operate efficiently within a policy-based and service-based workplace.
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A self-starter who thrives in an environment with little day-to-day instruction.
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Able to work courteously under pressure.
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Able to respect the confidentiality and privacy of student records.
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Able to communicate professionally and sensitively with various audiences including students, parents, faculty members and senior administration.
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Able to act as a team player and put aside personal preferences in order to seek the common good for customers, students and colleagues.
Personal
Driven and inspired by the idea of positively impacting the various marketplaces of life through the development of godly Christian leaders by serving the Trinity Western University community.
A dedicated and mature evangelical Christian with an earnest desire to serve in family, church, work, and community. Affirm and support TWU’s mission, values, Statement of Faith, and Community Covenant. Strength of character and reputation, integrity, focused. A winsome personality with a positive and friendly attitude.
Servant-Leader Way of Life: Act in a manner that exemplifies Jesus Christ in all on and off-campus contacts thereby living out the servant leadership mission of the university and contributing effectively towards achieving the institutional and Kingdom goals of the organization.
Key Internal Interactions
Reports: Not Applicable
Reports to: Associate Registrar
Standards & Requirements
Education: Bachelor’s degree required.
Experience: 3-5 years of related experience required (administrative experience is an asset). Experience at TWU preferred.
Duties and responsibilities that do not constitute a major change may be added, deleted or changed at any time at the discretion of the supervisor either orally or in writing.
Benefits Of Working at TWU:
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A comprehensive benefits package which includes extended health, dental, and insurance and an RRSP matching program.
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Annual statutory holidays (14) with generous vacation accruement.
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Tuition Benefit for TWU undergraduate and graduate level courses to enhance knowledge and professional competency.
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Torch tuition scholarship for dependents of eligible employees attending TWU.
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Free access to TWU’s fitness/gym facilities and the Norma Marion Alloway Library.
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Subsidized meals at the main cafeteria.
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Discounts and perks for the on-site Trinity Western Outfitters Campus Store and coffee shops, as well as shops and restaurants in Fort Langley.
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Wellness benefits (i.e., counselling, sick days, personal days, and health/wellness spending account).
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Free recreational equipment rentals (e.g., paddle boards, snowshoes, kayaks, etc.).
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Free employee parking on campus.
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Special community events throughout the year.
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Employee and Family Assistance Plan (EFAP).
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A positive Christian fellowship environment.
Trinity Western University encourages applications from all eligible candidates who are able to commit to the University’s mission, values, and Christian identity as articulated in its Statement of Faith and Community Covenant. We are committed to an ethic of inclusion and to the equal treatment of all persons without discrimination in accordance with human rights law.
We particularly invite applications from indigenous people, women, persons with disabilities, and visible minorities. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority. Persons with disabilities who anticipate needing accommodations during the application process should contact People & Culture.
Trinity Western University is located on the traditional ancestral territory of the Sto:lo people.
