Job detail
Registrar (Student Information & Records)
Kenneth Gordon Maplewood School
Location
North Vancouver, British Columbia
Salary
CA$39 - CA$39 / HOUR
Quick overview
- Manage student records and ensure data accuracy and compliance.
- Lead transition from paper-based to electronic records.
- Support Ministry reporting and audits.
- Coordinate records requests and transfers.
- Support student scheduling and academic coordination.
- Collaborate with leadership and staff.
- Support front office operations and school events
Requirements summary
- Proficiency with Student Information Systems (MySchool preferred).
- Proficiency in Google Workplace and Excel.
- Experience with digital records management and system transitions.
- Attention to detail and accuracy.
- Strong organizational and time management skills.
- Knowledge of Ministry of Education compliance requirements.
- Ability to manage multiple priorities.
- High discretion and professionalism
ExcelOrganizational skillsTime managementStudent Information SystemsAttention to detailGoogle WorkplaceDigital records managementSystem transitionsMinistry of Education compliance
Job description
- <p><strong>Registrar (Student Information & Records) </strong></p><p>About Our School </p><p>Kenneth Gordon Maplewood School (KGMS) is an independent school in North Vancouver, BC, dedicated to supporting neurodiverse students with learning differences.
- Our mission is to provide a structured, supportive, and compassionate learning environment where students build confidence, resilience, and the skills they need to thrive. </p><p>KGMS serves students in Grades K–12 and is known for its collaborative, interdisciplinary approach.
- Our Specialty Services team works alongside educators, families, and community professionals to ensure students receive coordinated support. </p><p>Position Overview </p><p>The Registrar is the key person responsible for the management, accuracy, and integrity of all student records at KGMS.
- This role is centred on the effective use of the student information system (MySchool), the primary platform for student data, Ministry compliance, and records management. </p><p>A critical priority for this role is transition management, as the school continues to move from paper-based systems to fully electronic student records.
- The Registrar will lead and maintain this transition, ensuring that all records are accurate, accessible, and compliant with Ministry of Education requirements. </p><p>This position is a specialized role focused primarily on student records management and Ministry compliance, including MySchool data integrity and records lifecycle processes such as requests and transfers.
- In addition, the role supports bus ridership attendance tracking, liaises with the transportation provider, and coordinates transportation bookings for experiential education activities.
- There is no responsibility for other database management; however, the role requires flexibility and an understanding of the interconnectedness of systems and the need to integrate information where appropriate </p><p>Key Responsibilities </p><p>MySchool (Student Information System) </p><ul><li>Serve as the primary administrator of MySchool, ensuring all student data is accurate, current, and compliant </li><li>Maintain and update all student records within MySchool, including enrollment, demographics, attendance, and academic data </li><li>Run reports to support Ministry reporting, audits, and internal decision-making </li><li>Ensure data integrity through regular audits, validation, and quality control processes </li><li>Support staff in the use of MySchool and establish consistent data entry practices </li></ul>Student Records & Ministry Compliance <ul><li>Maintain complete and accurate Permanent Student Records<strong> </strong> in alignment with Ministry requirements </li><li>Ensure all documentation (academic, medical, legal alerts) is current, complete, and properly stored </li><li>Coordinate Ministry reporting requirements (e.g., 1701 submissions, audits, and compliance reviews) </li><li>Ensure readiness for Ministry inspections and ongoing compliance </li></ul>Transition to Electronic Records <ul><li>Lead the transition from paper-based records to electronic storage systems </li><li>Digitize, organize, and validate historical student records for accuracy and completeness </li><li>Maintain protocols for electronic records management and retention </li><li>Ensure all records are securely stored, easily retrievable, and audit-ready </li><li>Collaborate with leadership to continuously improve systems and processes for records management </li></ul>Records Requests, Transfers, and Lifecycle Management <ul><li>Manage all incoming<strong> </strong>and outgoing student records requests in a timely and compliant manner </li><li>Coordinate the transfer of records between institutions, ensuring completeness and accuracy </li><li>Archive and maintain records for withdrawn students and graduates in accordance with regulatory requirements </li><li>Serve as the primary contact for records-related inquiries from families, schools, and external agencies </li></ul>Scheduling & Academic Coordination <ul><li>Work closely with the Senior Leadership Team to support student scheduling and timetabling </li><li>Assist with course setup, enrollment, and adjustments within MySchool </li><li>Support year-end processes, including reporting and student transitions </li></ul>Collaboration & Communication <ul><li>Work collaboratively with the Senior Leadership Team, faculty, and administrative staff </li><li>Communicate with professionalism, discretion, and clarity when handling sensitive information </li></ul>Additional Responsibilities <ul><li>Support front office operations as needed </li><li>Participate in school events and contribute to a dynamic school environment </li><li>Perform other administrative duties as assigned, including emergency preparedness and daily attendance monitoring. </li></ul>Skills and Competencies <ul><li>Strong proficiency with Student Information Systems (MySchool preferred) </li><li>Proficiency in Google Workplace </li><li>Proficiency in Excel </li><li>Experience or comfort with digital records management and system transitions </li><li>Exceptional attention to detail and accuracy </li><li>Strong organizational and time management skills </li><li>Knowledge of or ability to learn Ministry of Education compliance requirements </li><li>Ability to manage multiple priorities in a dynamic environment </li><li>High level of discretion and professionalism </li></ul>Position Profile <p>This role is ideal for an individual who is detail-oriented, systems-focused, and comfortable leading change.
- The Registrar plays a critical role in ensuring the accuracy, compliance, and accessibility of student records, while supporting the school's transition to modern, electronic records management.
- This role supports the school's operational needs.
- This is a 12-month position with vacation entitlement. </p><p>Salary $39.00 per hour / 24 hours per week - Flexible Schedule Reports to: Principals (High School / Junior /Middle School) Please email your resume to Human Resources at hr@kgms.ca </p><p><i>We are committed to building a diverse and inclusive workforce by ensuring a barrier-free work environment.
- We welcome applications from all qualified job seekers, from BIPOC (black, Indigenous, and people of colour), persons with disabilities, 2and SLGBTQ (persons of all sexual orientations and genders).
- If you are an applicant with a disability, we will work with you to make reasonable workplace accommodations you may need for your best work performance. </i></p>
