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Title Academic Records Coordinator
Category Support Staff
Type Temporary
Incumbent Vacant
Salary $29.70 - $34.48 per hr (35 hrs per week)
Band H
Campus Casa Loma
Effective Date ASAP - two years, 2016
  • Provides customer service by responding to complex records issues that have been escalated by the student, records or academic staff; investigates student information and archival transcript systems; assesses each situation for exceptional circumstances.
  • Coordinate with Institutions with which George Brown participates in collaborative programs or has partnerships with, to ensure that records are updated in a timely manner and in accordance with established agreements, policies and procedures.
  • Oversees the processing of academic records, including mailing of academic records information (grades, graduation, Dean’s recognition etc.), monitoring Millennium grade entry and ensuring accuracy of the KPI grad data.
  • Oversees transcript processing; monitors the preparation/production of transcript requests; monitors the Electronic Data Interchange (EDI) transcript system and ensures grades and graduation information are processed.
  • Oversees End of Term/Convocation grade processing from grade entry software, updates of academic history records and academic statuses, mailing grades, submission of grades to GBC partners, per agreements, preparation and distribution of credentials – certificates, diplomas etc., mailings of convocation and execution on convocation days.
  • Provides direction to Academic records and academic divisional staff by overseeing the processing of student information to ensure the efficient and timely processing of student information.
  • Provides training to new staff and on-going training to existing staff, in the Registrar’s division and the Academic divisions, on all aspects of academic records and related policies, procedures and practices; develops written documentation of all processes related to record keeping ensuring effective staff training.
  • Assist with the development of new record keeping software systems; provide test cases and assist with the testing of the software to ensure that it is performing as expected, i.e., Electronic Data Interchange (EDI) system.
  • Tests software upgrades for the Student Information System (SIS) and enhancements to existing programs; develops and implements new modules in the SIS including “End of Term” enhancements.
  • Prints, reviews and analyses diagnostic records reports to identify anomalies, makes corrections and ensures data accuracy and efficient record keeping processing systems.
  • Coordinates and updates program requirement changes that may affect the Curriculum Advising & Program Planning (CAPP) module of the SIS; reviews and updates all record keeping correspondence; coordinates with other coordinators in the Registrar’s office to ensure that information is distributed in a timely and efficient manner; monitors the College’s website to ensure that graduate audit data is completed in accordance with the Ministry guidelines and established dates.
  • Assists the registration department during critical periods i.e., the start of semester; represents the Office of the Registrar at Academic division/department meetings.
  • Performs other related duties as assigned by the Manager.


  • Three year diploma or degree from a recognized post-secondary institution in Business, Systems Analysis, Records Management or equivalent.
  • Minimum of five years’ progressive work experience in a Registrar’s office, with increasing responsibilities in the following areas: supervision, customer service, preparing procedures, staff training and automated systems development.
  • Thorough knowledge of a student information system, preferably Banner; knowledge of course and program database theories and structure; experience in EDI implementation and set up.
  • Proven software application skills in Microsoft Office, word-processing and calendar.
  • Ability to provide staff training, demonstrate correct procedures/processes and provide direction.
  • Excellent written and oral English communication skills.
  • Strong interpersonal and customer service skills to handle general inquiries from college staff, students, prospective employers, lawyers and other educational institutions.
  • Well-developed analytical and problem solving skills to determine solutions and select appropriate actions.
  • Proven organizational and coordination skills; high attention to accuracy and detail.
  • Ability to work under pressure with frequent interruptions while dealing with conflicting demands and distractions; ability to prioritize and delegate work.
  • Ability to lift up to 44 lbs. (e.g., paper, diplomas/certificates, boxes).
  • Ability to work in an environment where a diversity of people and situations are encountered.
    Interview process may consist of a practical skills component.
The College requires proof of degrees, credentials or equivalencies from accredited regional or federal post secondary institutions and/or their international equivalents. Credentials may require validation at the time of interviews.
To Apply
Please submit a covering letter and resume combined in one (1) document.
Preference will be given to qualified internal candidates in accordance with the applicable collective agreement. Should a suitable candidate not be found, external candidates will be considered. George Brown College is dedicated to employment equity and encourages applications from women, persons with disabilities, racial/visible minorities and aboriginal peoples.  George Brown College is committed to accommodating applicants with disabilities throughout the hiring process, in accordance with the Accessibility for Ontarians with Disabilities Act (AODA).  The Human Resources representative responsible for the recruitment for this position will work with applicants requesting accommodation at any stage of the hiring process.
Competition # 14-052
Posting Internal
Closing Date May 9, 2014