Records Coordinator

Benefits

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At the University of Waterloo, we create and promote a culture where everyone can reach their full potential. As an employee, you get support & opportunities that empower you to advance your career. Explore how we can bring big ideas to life, together. The University is a welcoming workplace for those of all abilities, interests, and expertise. As part of our workforce, you can do what you do best, every day. Learn more about our recruitment process. Job Requisition ID: 2026-00743 Time Type: Full time Employee Group: Staff Job Category: Administrative Support Employment Type: Temporary Department: Office of the Registrar - Science and Engineering Records Hiring Range: $51,306.48 - $64,133.10 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. T his is a Career Path position. The final level will be determined based on demonstrated skills and experience. Anticipated hiring ranges: USG 5: $51,306 - $64,133 USG 6: $56,494 - $70,617 USG 7: $61,954 - $77,443 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. Key Accountabilities 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 Student's 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 student's first line of contact when visiting the Registrar's 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 student's 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 h

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