Career Development Assignment (CDA):
The successful candidate must obtain a leave of absence from their current and substantive position, where applicable. Permission for such leave must not be unreasonably withheld.
If you are an internal applicant belonging to a union (CUPE 2424, CUPE 910 or OPSEU 404), please make sure to update your current union status in your candidate profile each time you apply for a vacant position. Internal "unionized" candidates with priority status will be given first consideration.
Job Number: J1026-0003
Job Title: Senior Records Officer
Job Type: Career Development Assignment (CDA)
Department: University Registrarial Services
Job Category: Administrative
Number of Positions: 1
Date Posted (dd/mm/yyyy): 09/11/2026
Closing Date (dd/mm/yyyy): 17/11/2026
Salary (with Salary Rate): 91,291.00 - 99,934.00/Year
Assignment Duration From: 28/09/2026
Assignment Duration To: 03/09/2027
Employee Group: CUPE 2424
Salary Level: 10PE
Hours Per Week: 35
Date Position Available: 01/10/2026
Duties and Responsibilities:
With a minimum of supervision, the Senior Records Officer is responsible for the effective facilitation of all administrative processing activities relating to Central Academic Records. Records Integrity refers to registration, graduation, biographical data, transcripts and all matters related to student records.
Working within established guidelines, the Senior Records Officer is responsible for developing internal control techniques to provide efficient audit trails for the Student Records Data Base; maintaining and developing the proper procedures for creation and archiving of hard-copy files; collection and validation of final grades; convocation data; coordinating and directing the production of University transcripts and diplomas; collaborate with the Office of Institutional Research in the production of accurate and timely grant reports; examining and assessing of international student exemptions; keeping the Associate Registrar informed and advised of data processing issues within the records system in general and assisting with projects.
The Senior Records Officer is knowledgeable on leading effective work teams, office processing standards and functional operations of the Office. The Senior Records Officer ensures that University rules and policies pertaining to all aspects of student records expertise exists among the Registrar Specialists. The incumbent provides advice and support in all aspects of student records to clients including providing detailed explanation and interpretation, for matters relating to university policy and procedures.
The incumbent is also required to have a high level of technical knowledge of the software program(s) that support the student information system. In consultation with Operations, the incumbent is responsible for supporting the ongoing technical and functional development of the software systems that support transcripts and diploma production, and grade collection.
The Senior Records Officer is accountable for ensuring team leadership, coaching, training and ongoing development for the Registrar Specialists teams in terms of records, auditing issues, and supporting cross-functional development.
The Senior Records Officer collaborates with other Senior Officers in the Registrar's Office and The Office of Post Doctoral and Graduate Affairs on production and work schedules and on cross communication, documentation and training.
Although this position is involved and has responsibilities in other aspects and services of the Registrar's Office, the incumbent reports directly to the Assistant Registrar, Central Academic Records.
Qualifications:
The incumbent must possess the following qualifications:
• Thorough knowledge of all processes within the office to support the other functional areas of the office with regard to records data integrity.
• Thorough knowledge of record processes and their impact; the functionality of the systems and how they are used by staff.
• Strong understanding of the relationships and responsibilities of the Registrar's Office with students, the academic community, other student support offices, Office of Institutional Research and administration.
• Thorough knowledge and understanding of data collection for purposes of measuring service standards and bench marking.
• Have good general knowledge of academic policies.
• Ability to exercise independent judgment and initiative to solve problems and conduct the academic integrity needs on a daily basis is essential.
• Must be able to participate in and effectively lead teams and possess excellent organizational skills and the ability to identify and set priorities.
• Must have strong written, verbal communication skills and interpersonal skills and be able to exercise tact, diplomacy and discretion in working with students and clients.
• Knowledge of current university software applications, systems and databases and office software is required.
• Must be available to work overtime as required.
Education and Experience:
The above is normally acquired through the completion of:
• Completion of 4 years of post-secondary study
• Five years progressive, responsible experience, preferably in an educational institution.
Health and Safety Requirements
This position is regularly required to work on campus in person. In the event of a public health emergency or a health and safety issue, it is possible that you may be required to work temporarily remotely due to public health orders, directives and/or health and safety requirements. If this happens, you will work with your direct manager to set up a remote work environment including discussing appropriate technology and requirements. You are required to follow all University policies and directives, including to set up a safe and confidential workspace in a remote location and ensure all Carleton property (intellectual and other) is safeguarded. If required to work remotely, you will be notified by your manager when working full time physically onsite will resume.
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