Academic Records Officer

Post End Date:

June 22, 2026 at 11:59 PM

This job advertisement is to fill an existing vacancy in the Administrative Professional (Employee Group)

Please note: This is a fixed term contract expected to conclude February 2028 

About the Role: 

Reporting to the Supervisor, Records and Information, Records and Information, the Academic Records Officer is responsible for the organization, coordination, advisement and oversight of student and course records. The Academic Records Officer is responsible for maintaining and improving the efficiency of records operations and records business processes relating to new students, currently registered students and graduating students. The incumbent is knowledgeable in academic regulations and provides insight into the implications for students, faculty, and systems when regulations are changed. 

The Academic Records Officer will:  

• Assist with the administration and organization of adjudication at the end of each session as per Faculty Handbook regulations and prior to convocation; 
• Coordinate communication to students regarding academic decisions such as probation, suspension, debarment or graduation denial; 
• Review Letters of Permission and Exchange transcripts as required and ensure grades are recorded accurately; 
• Interpret the Academic Calendar and implement changes through use of tables or business processes; 
• Support the updating of process documentation to accurately reflect system and process amendments; 
• Assist with the preparation of convocation materials ensuring accuracy in standing for graduation; 
• Support the communication to faculties and departments regarding changes in adjudication processes; 
• Provide guidance with regards to language in the calendar and implications for student progression and system requirements ensuring that regulations are still adhered to; 
• Guide and advise campus partners on academic policies and procedures that impact student academic progression. 

This position may be required to work outside of regular business hours during peak periods to support operational needs. 

Key Skills and Experience: 

• An undergraduate degree in a related field or a combination of education and experience; 
• Student Records experience, specifically in a Student Information setting; 
• Expert knowledge of and experience interpreting University Registrar’s Office policies; Knowledge of provincial and federal legislation pertaining to records management in an academic and organizational setting; 
• Ability to interpret confidentiality regulations and practices in a student information setting; 
• Knowledge of the Privacy Act when resetting account passwords and answering questions from parents and third parties; 
• High level of attention to detail and accuracy; 
• Strong computer skills, including Microsoft Office and databases, including knowledge of BrockDB, EDI transcripts, and implications of database changes (SIS, websites, Excel, Word, and Outlook); 
• Excellent written and oral communication skills with the ability to provide exceptional student service; 
• Strong analysis, troubleshooting, and problem-solving capabilities. 

Preferred or Asset Skills:  

• Registrarial Office experience in higher education environment. 

Salary and Total Rewards:  

• Job Grade J, Salary Scale ($57,267-91,627); 
• Target Hiring Range: $57,267-$59,000* 
• This is a fixed term contract position that includes:   
• Health & Dental Benefits: Comprehensive extended health, dental, and vision coverage. 
• Pension Plan: Enrollment eligibility in the Brock University Pension Plan. 
• Vacation: Up to 3 weeks per year, in addition to university holidays. 
• Flexible Work Arrangements: Hybrid work schedule available. 

*The final salary is based on experience, internal equity, and budget considerations within the target hiring range.