Records Coordinator

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Posting Information:
This posting is for an existing vacancy.

Term: 14 months

This position is being offered as a Secondment or contract opportunity.

The internal posting deadline for this position is June 11 2026 at 11:59PM.

This is a Career Path position. The final level will be determined based on demonstrated skills and experience.

Anticipated hiring ranges:

USG 5: $51306 $64133
USG 6: $56494 $70617

USG 7: $61954 $77443

Job Description:

Primary Purpose

This career path position holds increasing levels of responsibility for the delivery of all functional activities related to student records processes. The incumbent is maintains student records and the various procedures employed to track and assist students during their academic careers from the application stage through to graduation while demonstrating increasing ability to problem solve and lead. Responsibility ranges from entry level records maintenance to a leadership role leading process and procedural projects and providing the day to day leadership required to ensure all activities are maintained while resolving more complex problems. This competency continuum translates to all of the detailed accountabilities noted below.

The Records Coordinator (RC) maintains accurate undergraduate student records and the various procedures used to track and assist students during their academic careers. This requires both Faculty specific and systems specific knowledge especially when dealing with the many cases that deviated from the norm.

The RC provides written and oral information regarding policies and procedures of the university to students and departmental staff and faculty as it relates to student records.

Record Keeping

Maintains student records and the various procedures employed to track and assist students during their academic careers from the application stage through to graduation within the Student Information System (PeopleSoft)

Maintains student registration including but not limited to: add/drop activity block enrolment service indicators term activation unit load

Maintains accurate student academic records which include:

o Transfer credit coding exchange coding letters of permission

o Bulk grade assignment and grade revisions

o Coding/verifying academic standings honours and awards and transcript text information o Program/Plan changes

o Student citizenship status name changes

o Students tuition calculation

o Academic progression (AP) processing

o Maintain substitution spreadsheet applying repeated course coding.

Will be assigned projects or accountable for specialized coding

Communication & Stakeholder Focus:

The incumbent will respond to inquiries from students UWaterloo Staff and Faculty Undergraduate Advisors

The incumbent will provide additional support to the Customer Service Team that is the students first line of contact when visiting the Registrars Office. S/he will be expected to answer inquiries and deal with applicant directly to explain policies and procedures

Document Management System (DMS):

Accurately match all documents received

Index (paper and e-batches) to students file

Identify discrepancies and communicate these to the Systems team

Reporting

Run standard queries to gather data from the Student Information System (PeopleSoft) to identify the various stages of completion of records activities.

Required to have a thorough knowledge of business processes and practices to accurately identify discrepancies.

Portfolio responsibilities can include:

Faculty Petitions

Receives reviews and prepares petitions for consideration by Faculty Petitions Committee.

Tracks petition decisions using the ACCESS system and communicates all decisions by letter email or verbally to students. Petition cases typically present records scenarios that must be interpreted properly by the incumbent so that the academic record can be updated accurately.

Convocation

Responsible for coding Intention to Graduate data in the Student Information System (PeopleSoft) as received. This activity supports the generation of bulk Academic Advisement (AA) Reports by the incumbent for submission to Faculty Advisors who use the reports to determine whether degree requirements have been satisfied.

Creates recommendation forms to be used by faculty advisors and directly interacts with the advisor to rectify any student record issues before final degree status decisions. Alternatively convocation spreadsheets have been adopted by some faculties to fulfill this same purpose.

Checks changes to Academic Programs to ensure these are accurately coded and so that the correct degree will be assigned and displayed on the diploma.

Interacts directly with students to discuss details pertaining to a students convocation intentions. Responsible for assembling diploma packages participating in the Convocation ceremony as well mailing diplomas to students who were unable to attend the ceremony.

Education

College diploma and/or Undergraduate degree and/or equivalent work experience

Experience

Progressive experience with proven track record of success in student records of success in maintaining electronic people records. Previous experience in a customer service position dealing with students and/or educational organizations is essential

Knowledge/Skills/Abilities

Excellent data entry skills and proven aptitude for attention to detail and accuracy is required

Excellent human relations / inter personal organizational problem solving and communication (oral and written) skills required

Demonstrating ability to handle confidential information with discretion

Demonstrated ability to maintain multiple tasks involving shifting deadlines and priorities

Proven ability to work independently and as a team member in a busy deadline oriented and varied environment with changing priorities

Knowledge of University policies and procedures relating to student records preferred

Experience with Microsoft Word Experience with Microsoft Excel

Basic experience with Microsoft PowerPoint

Experience with Microsoft Access is an asset

Experience using online Student Information Systems and DMS is an asset

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral Anishinaabeg and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research learning teaching and community building and is coordinated within the Office of Indigenous Relations.

The University values the diverse and intersectional identities of its students faculty and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity anti-racism and inclusion. As such we encourage applications from candidates who have been historically disadvantaged and marginalized including applicants who identify as First Nations Métis and/or Inuk (Inuit) Black racialized a person with a disability women and/or 2SLGBTQ.

Positions are open to qualified candidates who are legally entitled to work in Canada.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application interview or workplace accommodation requests please contact Human Resources or ext. 45935.