Student Records Administrator
Top Benefits
About the role
Department Office of the Registrar - Undergraduate Records
Salary range $46,697.04 to $62,542.68
Hours per week 35
Grade 6
Posted date July 31, 2025
Closing date August 8, 2025
Position Type Full Time - Operating Funded
Description
This competition is open to all applicants however; internal candidates and applicants who were former employees of the University of Alberta will be given priority consideration before external candidates. Please log in to verify your internal candidate status.
This position is a part of the Non-Academic Staff Association (NASA).
This position offers a comprehensive benefits package.
Location - This role is hybrid with a mix of remote and in-person. Work primarily takes place at North Campus, Edmonton.
Working at the University of Alberta
The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community.
The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.
Your work will have a meaningful influence on a fascinating cross-section of people — from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more**.**
Working for Enrolment Services
Enrolment Services is responsible for the management, planning, organizing and directing of all aspects of student records and registration, class scheduling and timetabling, tuition and fees, issuing official transcripts, as well as upholding the integrity of each individual's identity through the proper vetting and storage of documents submitted to the institution in support of an undergraduate, graduate or continuing education applications. This unit handles special registrations and holds faculty level responsibilities for the Faculty of Open Studies. They manage the Academic Schedule and the official course record, as well as coordinate the final exam schedule.
Enrolment Services works with Facilities and Operations to manage centrally controlled classrooms, assign space and supports space optimization and utilization for classrooms. This unit also ensures that all approved tuition and fees are accurately reflected on the student fee assessment and troubleshoots issues as they arise. Enrolment Services serves all undergraduate and continuing education students, and does some work for graduate studies.
Position
The Student Records Administrators (SRAs) play a crucial role within the Enrolment Services team, ensuring the accurate and timely delivery of student record-related services. The SRAs are responsible for the maintenance and electronic location of all incoming student-related documents requiring ascertaining a 100% match of documents to student records in order to ensure the integrity of the institution’s standard on identity management.
This position has evolved from paper-based to electronic, adding a significant amount of complexity to the position with the majority of documents received and sent are now processed electronically. Implementation of a more robust electronic record administration approach has resulted in numerous new applications for students, graduates and 3rd parties to submit their requests. SRAs are now required to monitor numerous avenues of requests and respond to them all in a timely manner. This requires a high level of comfort working with large online databases.
This position requires meticulous attention to detail, technical proficiency, and a commitment to maintaining the integrity and confidentiality of student records. The SRAs work as a team to prioritize tasks daily and independently to process each request. They support one another as necessary to ensure all work is flowing as smoothly as possible.
Duties
- Performs first point analysis of documents received in the office by mail/fax/FreshService/Jira/Dropbox/Student Service Centre
- Prepares student documents for scanning and digitizes the documents by adding metadata for the purpose of classification and filing
- Prints and mails transcripts (Undergraduate, Graduate, Continuing Education) having identified the correct components required for each official transcript
- Participates in quality assurance (QA) processes
- Responds to student queries directly through ticketing application
- Completes 3rd party forms as required ensuring adherence to Protection of Privacy Act (POPA) by ascertaining appropriate releases have been received and appropriately signed
Minimum Qualifications
- Post Secondary Diploma in Records Management or related field
- Minimum 2 years of related experience in a large organization, preferably post-secondary
- Equivalent combinations of education and experience may be considered
Preferred Qualifications
- Experience with a student information system (PeopleSoft preferred)
- Previous scanning and metadata tagging experience in Alfresco (EDRMS)
- Intermediate knowledge in Microsoft Office Suite (Excel, Word) and Google Workspace
- Strong communication skills
- Demonstrated attention to detail and high levels of accuracy
At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.
We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.
All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms—physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of inclusivity and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.
The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. We welcome applications from all qualified persons. We encourage women, First Nations, Métis and Inuit persons, members of visible minority groups, persons with disabilities, persons of any sexual orientation or gender identity and expression, and all those who may contribute to the further diversification of ideas and the University to apply.
L’Université de l’Alberta s’engage à créer une communauté universitaire où chaque personne se sent valorisée, où les obstacles à la réussite sont éliminés et où des connexions enrichissantes peuvent se développer. Nous accueillons les demandes de toutes les personnes qualifiées. Nous encourageons les femmes; Premières nations, Métis et Inuits; membres des groupes minoritaires visibles; personnes handicapées; personnes ayant une orientation sexuelle ou une identité et une expression sexospécifique; et tous ceux qui peuvent contribuer à la diversification des idées et à l'université à postuler.
Note: This opportunity will be available until midnight August 8, 2025, Edmonton, Alberta local time.
About University of Alberta
The University of Alberta is one of Canada’s top teaching and research universities, with an international reputation for excellence across the humanities, sciences, creative arts, business, engineering, and health sciences. Home to more than 39,000 students and 15,000 faculty and staff, the university has an annual budget of $1.7 billion and attracts nearly $450 million in sponsored research revenue. The U of A offers close to 400 rigorous undergraduate, graduate, and professional programs in 18 faculties on five campuses. The university has more than 250,000 alumni worldwide.
The university and its people remain dedicated to the promise made in 1908 by founding president Henry Marshall Tory that knowledge shall be used for “uplifting the whole people."
Student Records Administrator
Top Benefits
About the role
Department Office of the Registrar - Undergraduate Records
Salary range $46,697.04 to $62,542.68
Hours per week 35
Grade 6
Posted date July 31, 2025
Closing date August 8, 2025
Position Type Full Time - Operating Funded
Description
This competition is open to all applicants however; internal candidates and applicants who were former employees of the University of Alberta will be given priority consideration before external candidates. Please log in to verify your internal candidate status.
This position is a part of the Non-Academic Staff Association (NASA).
This position offers a comprehensive benefits package.
Location - This role is hybrid with a mix of remote and in-person. Work primarily takes place at North Campus, Edmonton.
Working at the University of Alberta
The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community.
The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.
Your work will have a meaningful influence on a fascinating cross-section of people — from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more**.**
Working for Enrolment Services
Enrolment Services is responsible for the management, planning, organizing and directing of all aspects of student records and registration, class scheduling and timetabling, tuition and fees, issuing official transcripts, as well as upholding the integrity of each individual's identity through the proper vetting and storage of documents submitted to the institution in support of an undergraduate, graduate or continuing education applications. This unit handles special registrations and holds faculty level responsibilities for the Faculty of Open Studies. They manage the Academic Schedule and the official course record, as well as coordinate the final exam schedule.
Enrolment Services works with Facilities and Operations to manage centrally controlled classrooms, assign space and supports space optimization and utilization for classrooms. This unit also ensures that all approved tuition and fees are accurately reflected on the student fee assessment and troubleshoots issues as they arise. Enrolment Services serves all undergraduate and continuing education students, and does some work for graduate studies.
Position
The Student Records Administrators (SRAs) play a crucial role within the Enrolment Services team, ensuring the accurate and timely delivery of student record-related services. The SRAs are responsible for the maintenance and electronic location of all incoming student-related documents requiring ascertaining a 100% match of documents to student records in order to ensure the integrity of the institution’s standard on identity management.
This position has evolved from paper-based to electronic, adding a significant amount of complexity to the position with the majority of documents received and sent are now processed electronically. Implementation of a more robust electronic record administration approach has resulted in numerous new applications for students, graduates and 3rd parties to submit their requests. SRAs are now required to monitor numerous avenues of requests and respond to them all in a timely manner. This requires a high level of comfort working with large online databases.
This position requires meticulous attention to detail, technical proficiency, and a commitment to maintaining the integrity and confidentiality of student records. The SRAs work as a team to prioritize tasks daily and independently to process each request. They support one another as necessary to ensure all work is flowing as smoothly as possible.
Duties
- Performs first point analysis of documents received in the office by mail/fax/FreshService/Jira/Dropbox/Student Service Centre
- Prepares student documents for scanning and digitizes the documents by adding metadata for the purpose of classification and filing
- Prints and mails transcripts (Undergraduate, Graduate, Continuing Education) having identified the correct components required for each official transcript
- Participates in quality assurance (QA) processes
- Responds to student queries directly through ticketing application
- Completes 3rd party forms as required ensuring adherence to Protection of Privacy Act (POPA) by ascertaining appropriate releases have been received and appropriately signed
Minimum Qualifications
- Post Secondary Diploma in Records Management or related field
- Minimum 2 years of related experience in a large organization, preferably post-secondary
- Equivalent combinations of education and experience may be considered
Preferred Qualifications
- Experience with a student information system (PeopleSoft preferred)
- Previous scanning and metadata tagging experience in Alfresco (EDRMS)
- Intermediate knowledge in Microsoft Office Suite (Excel, Word) and Google Workspace
- Strong communication skills
- Demonstrated attention to detail and high levels of accuracy
At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.
We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.
All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms—physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of inclusivity and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.
The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. We welcome applications from all qualified persons. We encourage women, First Nations, Métis and Inuit persons, members of visible minority groups, persons with disabilities, persons of any sexual orientation or gender identity and expression, and all those who may contribute to the further diversification of ideas and the University to apply.
L’Université de l’Alberta s’engage à créer une communauté universitaire où chaque personne se sent valorisée, où les obstacles à la réussite sont éliminés et où des connexions enrichissantes peuvent se développer. Nous accueillons les demandes de toutes les personnes qualifiées. Nous encourageons les femmes; Premières nations, Métis et Inuits; membres des groupes minoritaires visibles; personnes handicapées; personnes ayant une orientation sexuelle ou une identité et une expression sexospécifique; et tous ceux qui peuvent contribuer à la diversification des idées et à l'université à postuler.
Note: This opportunity will be available until midnight August 8, 2025, Edmonton, Alberta local time.
About University of Alberta
The University of Alberta is one of Canada’s top teaching and research universities, with an international reputation for excellence across the humanities, sciences, creative arts, business, engineering, and health sciences. Home to more than 39,000 students and 15,000 faculty and staff, the university has an annual budget of $1.7 billion and attracts nearly $450 million in sponsored research revenue. The U of A offers close to 400 rigorous undergraduate, graduate, and professional programs in 18 faculties on five campuses. The university has more than 250,000 alumni worldwide.
The university and its people remain dedicated to the promise made in 1908 by founding president Henry Marshall Tory that knowledge shall be used for “uplifting the whole people."