Senior Records Officer, Undergraduate Records and Graduation Services

About this

Opportunity

Student Affairs is committed to creating a vibrant and engaging learning community to inspire and enrich the lives of our students in support of the University of Victoria’s vision “to be a university of choice for outstanding students, faculty, and staff from BC, Canada, and around the world”. The Student Affairs portfolio includes: Office of the Registrar and Enrolment Management; Wellness, Recreation and Athletics; Campus Engagement; and Student Development and Success.

In working to achieve this vision, the Office of the Registrar and Enrolment Management (OREM) places students at the centre of operations and supports students to achieve their academic and life goals. Individual connections with OREM team members and services, as well as interactions with on-line services, contribute to students’ growth in knowledge, independence and confidence. Registrarial services strive to directly support students’ success in their university studies, campus life and subsequent life pursuits. The range of services provided by the units within the OREM appear at every point in the student life cycle, beginning with recruitment and admissions, all the way through to convocation. Members of the OREM team strive to be consistent in their interpretation, communication and application of regulations, policies and procedures while being both professional and respectful of the diversity and complexity of needs across the university campus. The OREM interacts with staff, students, faculty, university and external community members in order to assist in the delivery of core services that cross operational and departmental boundaries (e.g., registration, class and exam scheduling). It is important that students and our university colleagues are well-informed and well-supported by the OREM and the services offered.

*This position is eligible for a hybrid flex arrangement*

The salary range for this position is:

• Recruitment range: $76,643 to $84,502. Starting salary is determined in accordance with the PEA Collective Agreement.
• Performance range: Up to $99,674. Progression beyond the recruitment range is available through annual performance increases, in accordance with the PEA Collective Agreement.

Job Summary

Reporting to the unit leader, the Senior Records Officer (SRO) is an important member of the Undergraduate Records and Graduation Services (RECO) team who provides guidance and consultation services related to interpretation of University Policy, application of regulations, policies and procedures on behalf of RECO.

The SRO is self-directed, while managing and evaluating a high-volume portfolio of domestic and international student records. The Senior Records Officer supervises one unionized position.

This position also takes on additional duties and projects to assist the unit leader and acts on their behalf when required. This position ensures that accuracy of academic student records is maintained and provides advice to faculty, administrators and others regarding regulations and individual student situations. The SRO will advance the use of technology in the management of RECO, including in the analysis of reports and anomalies in student records. The SRO identifies system problems, proposes solutions and enhancements and coordinates the implementation of the changes or improvements to processes.

Problem-solving, critical thinking, service-oriented, superior communication and relationship building are necessary skills. Professionalism, good judgment, tact, diplomacy, as well as a strong understanding of ethics and procedural fairness are also essential for success in this position.

Job Requirements

The successful candidate requires a bachelor’s degree and four years of related post-secondary experience in a supervisory/leadership capacity, preferably in a registrar’s office.

Experience requirements include:

• Experience in undergraduate records, preferably in a leadership role.
• Experience leading, supervising, and developing staff.
• Experience building working relationships with a dedication to student support, engagement, satisfaction and service excellence.

Knowledge/Skills/Abilities:

• Commitment to valuing the principles of truth, reconciliation and respect, equity diversity and inclusion, and contributing to an inclusive and respectful working and learning environment.
• A high level of understanding regarding the work of a registrar’s office, and in particular an undergraduate records and graduation services team.
• Knowledge of software programs including degree audit (CAPP or equivalent), student record database (BANNER or equivalent) and administrative programs including Microsoft Office Suite.
• Advanced problem solving and consistent decision making within broad frameworks of policy and practice.
• Knowledge of higher education trends and regulations.
• Knowledge and understanding of domestic and international education systems and trends within the higher education enrolment industry more broadly.
• Excellent leadership, communication, and interpersonal skills.
• Excellent organizational and problem-solving skills.
• Strong commitment to providing student-centered service.
• Ability to multitask, make decisions, and meet deadlines while maintaining high service levels.
• Ability to collaborate effectively with students and university staff in individual and group settings.
• Demonstrated ability to exercise transparent and equitable judgment and discretion in resolving complex HR matters in a unionized environment.

An equivalent combination of education, training and experience may be considered.

Territory Acknowledgement: We acknowledge and respect the Lək̓ʷəŋən (Songhees and Xʷsepsəm/Esquimalt) Peoples on whose territory the university stands, and the Lək̓ʷəŋən and WSÁNEĆ Peoples whose historical relationships with the land continue to this day.

Equity Statement: UVic is committed to upholding the values of equity, diversity, inclusion and human rights in our living, learning and work environments. In pursuit of our values, we seek members who are eager to actively participate in that shared responsibility. We actively encourage applications from members of historically and systemically marginalized groups.

Accessibility Statement: If you anticipate needing accommodations for any part of the application and hiring process contact: uviccareers@uvic.ca Any personal information provided will be maintained in confidence.

What UVic Offers: To learn more click here