Medical records specialist Jobs in Toronto, ON

Date Posted: 09/25/2026
Req ID: 50324
Faculty/Division: OISE
Department: Registrar's Office Student Experience
Campus: St. George (Downtown Toronto)
Position Number: 00010160
Existing Vacancy: Yes

Description:

About us:

OISE is recognized as a global leader in graduate programs in teaching and learning, teacher education, and education research. OISE’s hub, the Registrar's Office and Student Experience (ROSE), is often the first and last point-of-contact with students. We attract, admit, engage, guide, serve and support a broad range of diverse constituents removing barriers and obstacles to facilitate a positive experience for all students. We aim to deliver student-centred, community focused, seamless and integrated services to future and current students, graduates, faculty and staff in an environment of mutual respect that promotes student satisfaction, engagement and success. Through collaborative partnerships, ourgoal is to promote equitable access to academic, personal/professional development programs and services beneficial to student success. We aspire to proactively pursue innovation in all services, processes and clear/transparent communications and to provide an environment that will assist in attracting, supporting and engaging students. We work together to make ROSE a great place to work, learn and grow.

Your opportunity:

Reporting to the Director, Student Experience, the Associate Registrar, Records & Registration provides leadership for records retention, registration, course enrolment, academic progress, and graduation-related activities within OISE. As a key member of ROSE, you will develop and implement operational workflows, lead registrarial projects and process improvements, and develop practices that support exemplary service delivery, the integrity and stewardship of student data and academic records, and an outstanding experience for OISE's diversestudent population.

Drawing on your expertise in graduate education administration, academic regulations, and registrarial systems, you will serve as a trusted resource to students, staff, faculty, and academic administrators on complex academicmatters, including academic progress issues and requests for exceptions to policy. You will play a critical role in interpreting and applying University and faculty regulations, advising on student records best practices, and supporting consistent and equitable decision-making across the Institute. You will also contribute to institutional planning and continuous improvement efforts through data analysis, reporting, and the evaluation of service delivery and processes. Working closely with OISE’s departments and University partners, you will identify opportunities to enhance registrarial services, support student retention initiatives, and advance operational effectiveness. Your exemplary communication skills, sound judgment, and diplomacy will enable you to build strong partnerships, support students experiencing complex academic or personal circumstances, and provide leadership, guidance, and supervision to the registration team within ROSE.


Your responsibilities will include:

• Planning and overseeing operational workflow for enrollment and graduation cycles
• Developing records administration plans to support admission and enrollment objectives
• Interpreting academic regulations, program and degree requirements
• Advising staff on the interpretation of academic regulations and its impact to students records and assessments
• Advising students on academic and or/financial matters by providing options and consequences incorporating personal circumstances impacting academic success and an understanding of an individual's background
• Implementing plans and process improvements for registration and enrollment activities
• Analyzing statistical information to inform enrollment projections and planning
• Directing the activities of a group of staff-appointed employees all performing a similar function

Essential Qualifications:

• Bachelor's Degree or acceptable combination of equivalent experience.
• Minimum five years’ progressively responsible experience in registrarial services/student records/advising within a post-secondary environment, preferably at the graduate level.
• Demonstrated experience interpreting and applying academic regulations, policies, and procedures, and exercising sound judgment in complex, sensitive, and confidential situations.
• Demonstrated experience leading operational processes, projects, or service improvementsin a post-secondary environment.
• Experience advising students, faculty, and staff on registrarial and academic policy matters and resolving complex student issues.
• Experience analyzing and reporting on student data to support operationalplanning, service improvements, and evidence-informed decision-making.
• Demonstrated experience managing both hard-copy and digitized student records and information systems, including maintaining data integrity, accuracy, confidentiality, and compliance with privacy requirements.
• Demonstrated experience leveraging technology to improve business processes and service delivery, and adapting to evolving registrarial systems, digital tools, and technologies.
• Demonstrated experience providing leadership, supervision, and guidance to staff in a high-volume service-oriented environment.
• Ability to manage multiple priorities and complex issues in a fast-paced environment while maintaining a high degree of accuracy and attention todetail.
• Exceptional interpersonal, communication, and relationship-management skills, with the ability to build trust, foster collaboration, and exercise tact, diplomacy, and sound judgment with diverse stakeholders.
• Excellent analytical,problem-solving, and decision-making skills, with the ability to interpret complex policies, assess risks, and make recommendations in ambiguous situations.
• Strong organizational skills, with the ability to lead initiatives, implement process improvements, and manage competing priorities.
• Strong leadership skills, including the ability to provide guidance, constructive feedback, and support to staff while fostering a positive and accountable team environment.
• Demonstrated ability to exercise discretion and maintain confidentiality when dealing with sensitive personal, academic, and institutional information.
• Proven commitment to equity, diversity, inclusion, accessibility, and student-centred service.

Assets (Nonessential):

• Master's degree in Social Sciences discipline
• Experience and knowledge of SQL.
• Project Management experience
• Experience supervising and/or training casual staff

To be successful in this role you will be:

• Approachable
• Communicator
• Diplomatic
• Insightful
• Problem solver
• Resourceful

Lived Experience Statement
Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.

Job descriptions are available upon request for internal applicants.