Records Officer (Temporary), Student Progression and Registrar

Ready to start your next chapter with NAIT?

At NAIT, we’re passionate about building a team of talented, dedicated professionals who share our commitment to excellence and innovation. Your skills and experience can shape the future of education and make a real impact in our community.

If this opportunity feels like the right fit for you, we encourage you to apply and join us in creating a brighter future – together.

Important Application Deadline Notice

Please note that Workday closes job postings at 11:59pm MST on the day before the posting end date listed above.

To ensure your application is received, submit no later than 11:59pm MST the day prior to the posting end date.

Internal NAIT Employees

Current NAIT employees are welcome to apply for this opportunity. To be considered, please submit your application through the NAIT Jobs Hub rather than the external career site.

Please Note: This is a temporary position with a term of up to one year from the start date, with the possibility of an extension.
Please Note: Completion of a preliminary assessment is required for all applicants prior to advancing to the interview stage.

The Records Officer plays a pivotal role in ensuring the integrity, accuracy, and efficiency of student academic and apprenticeship records, while driving innovation in records management processes. The Records Officer manages and safeguards student records and serves as a key liaison between internal and external stakeholders This role requires exceptional analytical and critical thinking skills to interpret and analyze complex records data, resolve discrepancies, and maintain compliance with institutional policies. The Records Officer actively applies systems thinking to streamline interconnected processes across multiple platforms, ensuring seamless operations and data consistency. With a commitment to continuous improvement, the role also identifies process gaps, recommends enhancements, and participates in system testing and optimization projects to improve service delivery and operational excellence.

Key Responsibilities:

• Communicates effectively with internal and external stakeholders to support the administration of student academic records.

• Provides clear and accurate explanations of policies, procedures, and business processes related to Records functions to staff, faculty, and students.

• Manages grade entry operations, grade correction requests, and grade reappraisals.

• Processes official NAIT student record documents including transcript requests, parchments, and enrolment/education verifications.

• Analyzes and processes student progression-related tasks, including program withdrawals, course withdrawals, academic advisement exceptions, program re-admission, completion timeline exceptions, and concentration/specialization change requests.

• Reviews, analyzes, and manages graduation-related and term-end processes through direct coordination with internal stakeholders.

• Screens, verifies, and ensures the accuracy of student record data across credit, non-credit, and apprentice programs.

• Continuously evaluates records processes and communications to identify areas for improvement.

• Participates in system and communication enhancement projects, acting as a subject matter expert to translate business needs into technical requirements.

Skills & Abilities:

• Attention to detail and accuracy in managing sensitive data

• Strong organizational and time-management skills to prioritize tasks and meet deadlines

• Proficiency in working independently and collaboratively in a fast-paced environment

• Strong interpersonal skills to communicate effectively with students, staff, and Stakeholders

• Experience in working with Student Information, Document Management, and Service Management Systems such as Campus Solutions, MyCreds, and/or Service Now

• Strong understanding of data governance principles, including accuracy, confidentiality, and compliance with institutional and legislative requirements (e.g., FOIP)

• Skilled in diagnosing complex issues related to student records, identifying root causes, and implementing effective solutions

• Skilled in applying institutional policies and procedures consistently while evaluating exceptions and unique scenarios

• Experience in evaluating workflows, identifying inefficiencies, and recommending improvements for operational excellence

• Ability to deliver training sessions and maintain accurate knowledge base documentation for staff and stakeholders

Qualifications:

• High School Diploma or equivalent required. Post-secondary diploma or degree is considered an asset.

• 2-3 years of experience in a post-secondary environment and experience with student records management is considered an asset.

• 2-3 years of experience with Student Information, Document Management, and/or Service Management Systems is considered an asset.

• Prior training and/or experience in administering student records and/or working with PeopleSoft Campus Solutions is considered an asset.

• 1-2 years of experience with involvement in continuous improvement activities and/or systems solutions.

• Equivalencies for required qualifications may be considered.

Applicants with education credentials earned outside of Canada should have their credentials evaluated by World Education Services (WES), International Qualifications Assessment Service (IQAS) or the Comparative Education Services (CES).

Classification – Administrative Support V

This position is covered by the Alberta Union of Provincial Employees (AUPE) Collective Agreement.

Remuneration:

Refer to salary range noted on this posting, plus a comprehensive benefits package.

NAIT is committed to a transparent, fair, and human-centered hiring experience. All candidates are assessed directly by our recruitment and hiring teams.

About NAIT

We are known as one of Alberta’s top employers. Being part of a community that makes a difference in the lives of students, staff, industry clients and partners, NAIT’s culture reflects our shared values of respect, collaboration, celebration, creativity, and accountability.

People are what make NAIT great, and we prioritize the employee experience. For eligible positions, we offer benefits and unique perks focusing on health and wellness, work-life balance, recognition, and professional and personal growth. In addition to excellent vacation time, eligible employees receive paid time off between Christmas and New Year’s.

NAIT supports a flexible work environment, enabling staff to request approval for on-campus, off-site, or hybrid work arrangements based on the nature of the role. Please note that remote positions require employees to reside within Canada.

NAIT is committed to fostering a safe environment that supports equity and cultivates inclusion through our Centre for Community and Belonging (CCB) and our Equity, Diversity, and Inclusion Strategy. We are a proud partner of the Canadian Centre for Diversity and Inclusion. While we encourage all qualified applicants to apply, only those being considered will be contacted. If you require any assistance or accommodations, please connect with us at [email protected].

Please submit a resume and cover letter to be considered for this opportunity.