Records Officer, Undergraduate Records
About the role
Organizational Unit
University of Victoria -> Student Affairs -> Office of the Registrar and Enrolment Management
Location
University of Victoria - Victoria, BC V8W 2Y2 CA (Primary)
Posting Close Date
22 March 2026
Please note that positions will close at 4 p.m. on the closing date.
FTE
1
Salary Grade
Additional Posting Information
Please note that while the university encourages and accepts external applications, a strong pool of internal candidates has been identified for this opportunity.
Salary posted will be pro-rated based on FTE and achieved as per the collective agreement, if applicable.
Classification
SG9
Employee Group:
PEA - Regular
of Hires Needed
1
Category
Other
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.
The salary range for this position is:
-Recruitment range: $69,052 - $76,129starting salary determined by the PEA Collective Agreement. -Performance range: $89,791salary range ceiling is available through annual performance increases.
Job Summary
Working as part of a team of Records Officers and reporting to the Director of Undergraduate Records, the Records Officer is responsible for supporting undergraduate students and their academic records in an assigned portfolio of Faculties. The Records Officer provides interpretation of University Policy, assessment and implementation of regulations. Policies, regulations and assessments may vary between portfolio assignments and typically include: program application review , academic standing, graduation, degree documentation, registration, transfer credit, co-operative education, exchange program credit, duplicate & mutually exclusive course assignments, curriculum submissions and student appeals.
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 Records Officer analyzes reports and anomalies in student records, identifies system problems, proposes solutions and enhancements and coordinates the implementation of the changes or improvements to processes.
Working as part of a team of Records Officers maintaining consistent and accurate records and contributing to broader divisional goals, projects and initiatives, the Officer collaborates with colleagues within the Office of the Registrar, across the Division of Student Affairs as well as across campus with Faculties, Departments and Schools. In addition, the Officer is responsible for formally supervising clerical staff and informally supervising casual employees.
Job Requirements
A minimum of a Bachelor's degree in an appropriate discipline and 3 years of related experience in a complex computerized student records system (an equivalent combination of education, training and/or experience may be considered). Experience must include:
- Recognized knowledge of software programs including degree audit (CAPP or equivalent), student record database (BANNER or equivalent) and administrative programs including Microsoft Office Suite.
- Record of effective communication with co-workers, management and students or clients, including discussing and maintaining confidential records.
- Advanced problem solving and consistent decision making within broad frameworks of policy and practice.
- Proven ability to manage competing priorities and meet firm deadlines.
In addition, this position requires:
- Strong interpersonal skills to communicate specialized or sensitive information, resolve conflicts and crises, promote services and influence decision making. Communications may involve complex or emotional situations.
- Excellent organizational and file management skills.
- Supervisory experience is considered an asset.
**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.
Read our full equity statement here: www.uvic.ca/equitystatement.
**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
About University of Victoria
As a top-ranked university on Canada's West Coast, we're driven by our curiosity, engagement and innovative spirit to help solve the world's biggest problems. We're guided by our principles, our extraordinary natural and cultural environment and our deep respect for learning that has come before. #UVic
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Records Officer, Undergraduate Records
About the role
Organizational Unit
University of Victoria -> Student Affairs -> Office of the Registrar and Enrolment Management
Location
University of Victoria - Victoria, BC V8W 2Y2 CA (Primary)
Posting Close Date
22 March 2026
Please note that positions will close at 4 p.m. on the closing date.
FTE
1
Salary Grade
Additional Posting Information
Please note that while the university encourages and accepts external applications, a strong pool of internal candidates has been identified for this opportunity.
Salary posted will be pro-rated based on FTE and achieved as per the collective agreement, if applicable.
Classification
SG9
Employee Group:
PEA - Regular
of Hires Needed
1
Category
Other
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.
The salary range for this position is:
-Recruitment range: $69,052 - $76,129starting salary determined by the PEA Collective Agreement. -Performance range: $89,791salary range ceiling is available through annual performance increases.
Job Summary
Working as part of a team of Records Officers and reporting to the Director of Undergraduate Records, the Records Officer is responsible for supporting undergraduate students and their academic records in an assigned portfolio of Faculties. The Records Officer provides interpretation of University Policy, assessment and implementation of regulations. Policies, regulations and assessments may vary between portfolio assignments and typically include: program application review , academic standing, graduation, degree documentation, registration, transfer credit, co-operative education, exchange program credit, duplicate & mutually exclusive course assignments, curriculum submissions and student appeals.
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 Records Officer analyzes reports and anomalies in student records, identifies system problems, proposes solutions and enhancements and coordinates the implementation of the changes or improvements to processes.
Working as part of a team of Records Officers maintaining consistent and accurate records and contributing to broader divisional goals, projects and initiatives, the Officer collaborates with colleagues within the Office of the Registrar, across the Division of Student Affairs as well as across campus with Faculties, Departments and Schools. In addition, the Officer is responsible for formally supervising clerical staff and informally supervising casual employees.
Job Requirements
A minimum of a Bachelor's degree in an appropriate discipline and 3 years of related experience in a complex computerized student records system (an equivalent combination of education, training and/or experience may be considered). Experience must include:
- Recognized knowledge of software programs including degree audit (CAPP or equivalent), student record database (BANNER or equivalent) and administrative programs including Microsoft Office Suite.
- Record of effective communication with co-workers, management and students or clients, including discussing and maintaining confidential records.
- Advanced problem solving and consistent decision making within broad frameworks of policy and practice.
- Proven ability to manage competing priorities and meet firm deadlines.
In addition, this position requires:
- Strong interpersonal skills to communicate specialized or sensitive information, resolve conflicts and crises, promote services and influence decision making. Communications may involve complex or emotional situations.
- Excellent organizational and file management skills.
- Supervisory experience is considered an asset.
**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.
Read our full equity statement here: www.uvic.ca/equitystatement.
**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
About University of Victoria
As a top-ranked university on Canada's West Coast, we're driven by our curiosity, engagement and innovative spirit to help solve the world's biggest problems. We're guided by our principles, our extraordinary natural and cultural environment and our deep respect for learning that has come before. #UVic