Create, update, process and verify student, course and program records (paper and electronic) in an enterprise relational database.
Evaluate and determine student eligibility to update personal information and make course and program changes.
Process registrations and manage waitlists in a timely manner.
Investigate registration errors and facilitate resolutions.
Provide prompt, accurate resolutions to student inquiries and concerns.
Liaise with internal departments regarding course section creation, fees and payment issues.
Process Continuing Education applications and related course registration payments.
Maintain current knowledge of Senate approved academic policies and apply them to daily operations.
Respond to inquiries (email, telephone and in-person) regarding programs, policies, grade changes, graduation processes, education verifications, personal information updates, and fees/payment policies.
Generate form letters and institutional artifacts including official transcripts and parchments.
Compile reports using established reporting tools and distribute to university stakeholders.
Create and maintain resource material such as manuals and procedure documentation.
Use professional judgement to prioritize work and recommend process improvements aligned with institutional enrolment goals.
Maintain confidentiality of student records and adhere to privacy legislation.
Assist with training and ongoing support for team members.
Process graduation audits and support convocation-related activities including distribution of graduation applications and assistance at ceremonies.
Digitize paper records into the student information system for record retention.
Assist with functional testing of new and existing student-related systems applications.
Provide administrative support such as producing notices and creating staff/training meeting notes
Application Restrictions Open to both Internal and external Job Type Support Staff (CUPE) Posting In effect from 13/7/2026 Closing Application Date 24/7/2026 Closing date for internal CUPE applicants 24/7/2026 Applications will be reviewed commencing the “closing date for internal CUPE applicants” and may continue until the position is filled. Internal CUPE applicants must submit their application by 4pm on the “closing date for internal CUPE applicants” for their Seniority to be recognized. Applications received after the "closing date for internal CUPE applicants" will be considered alongside external applicants. Full/Part Time Full Time Support Type Auxiliary (Under 4 Months) Anticipated Start Date 27/7/2026 Position End Date (If Applicable) 6/10/2026 The Hours of work are subject to change depending upon departmental requirements Schedule The hours of work will be Monday to Friday, 7 hours a day, 8:00 am to 4:00 pm (subject to change depending upon departmental requirements) Schedule Description
Duties
The Records & Registration Officer is an Enrolment Services team member with specific responsibility for performing specialized administrative functions related to creating and maintaining accurate student records. The Records & Registration Officer provides service-oriented support to TRU students, alumni, staff, faculty and external stakeholders regarding registration, courses, academic programs, grading, transcripts, graduation processes, and related university policies and procedures. The Records & Registration Officer responds daily to high volumes of inquiries; this includes conducting assessments and validating documents in accordance with approved university policies and procedures; registering students in courses; maintaining student records in an enterprise relational database; and producing all academic transcripts for current students and alumni. The Records & Registration Officer investigates student concerns and works with colleagues in other university departments to identify and facilitate resolutions. Detail-oriented and service-oriented qualities are essential for this role. MAJOR DUTIES & RESPONSIBILITIES.
Creates, updates, processes and verifies student, course and program records (paper and electronic) in an enterprise relational database, ensuring accuracy and following approved policies and procedures.
In accordance with Senate policy and office procedures, evaluates and determines student eligibility to update personal information and make course and program changes.
Processes registrations and manages waitlists for TRU students in a timely manner.
Investigates registration errors, provides guidance and facilitates resolutions.
Provides prompt, accurate and effective resolutions to student inquiries and concerns.
Liaises with and provides guidance to, various internal areas and departments, including but not limited to Finance, Continuing Education, Admissions, International Admissions and Records, University Scheduling Services, Open Learning and advising groups, with respect to course section creation, fees and payment issues.
Processes Continuing Education applications and related course registration payments.
Maintains current knowledge of Senate approved academic policies and related procedures and applies to everyday operations.
Enters data into an enterprise relational database with speed and accuracy.
Responds to inquiries (email, telephone and in-person) and provides information and guidance on TRU’s programs, academic policies, grade changes, graduation processes, education verifications, personal information updates, and fees and payment policies.
Generates various form letters and institutional artifacts (including, but not limited to, official transcripts, parchments, confirmation of enrolments, registration data forms, declarations of attendance, course outlines).
Qualifications
Education:
Associate degree or two-year diploma or equivalent post-secondary education EXPERIENCE:
Three years’ related experience in a post-secondary institution or related environment, including 1 year experience working in a dedicated student service area 2 years’ experience in records management Data entry in an enterprise relational database and knowledge of reporting software SKILLS KNOWLEDGE OR ABILITIES RELATED TO THE JOB
Demonstrated ability to perform electronic word processing and data entry in an enterprise relational database
Typing speed of 45 wpm
Ability to work well under pressure and deal courteously, tactfully and empathetically with in variety difficult customer situations, both verbally and in writing
Excellent oral and written communication skills
Ability to research, interpret and apply university policies and departmental procedures to resolve day-to-day issues from both students and internal and external stakeholders
Ability to operate basic office equipment such as printers, scanners, fax machine and photocopier
Ability to plan, organize, prioritize tasks, meet deadlines and maintain a consistent and balanced workload of tasks with accuracy and attention to detail
Ability to work independently as well as part of a team, and to demonstrate initiative
Demonstrated ability to develop and provide reports as requested including working with reporting software
Demonstrated experience with electronic spreadsheets software (e.g., Excel) and word processing
Knowledge of TRU programs, courses, policies and an understanding of the cyclical nature of the student life cycle
Demonstrated critical-thinking and problem-solving skills to verify requests, investigate issues and facilitate solutions
Maintains and contributes to a positive and respectful workplace environment WORKING CONDITIONS
Sitting at desk and computer for long periods of time as well as counter work
General office conditions
Occasional lifting and moving items weighing approximately 10 kg.
Occasional travel, usually local or within western Canada The salary for the above position is determined by the Collective Agreement with the Canadian Union of Public Employees, Local 4879, as it presently exists. Pay Band $29.21 - $32.45 ( CUPE Grade 07 (90% - 100%) ) Salary rate Please Note: This position may be subject to a 90% salary for the first 560 hours of employment. Location Kamloops, BC CA (Primary) # of Hires Needed 1 Organizational Unit Thompson Rivers University -> Enrolment and University Registrar -> Records Diversity and Inclusion Commitment: Thompson Rivers University is strongly committed to hiring based on merit with a focus on fostering diversity of thought within our community. We welcome those who would contribute to the further diversification of our staff, our faculty and its scholarship including, but not limited to, women, Indigenous, Black and People of Colour, persons with disabilities and persons of any sexual orientation or gender identity. Please note that all qualified candidates are encouraged to apply, however applications from Canadians and permanent residents will be given priority. NOTE: To learn more about Thompson Rivers University or living in Kamloops or Williams Lake please visit our Careers website. External Candidates invited to interview will be required to bring a copy of their transcripts to the interview.
Requirements
Associate degree or two-year diploma or equivalent post-secondary education.
Three years’ related experience in a post-secondary institution or related environment, including 1 year in a dedicated student service area and 2 years in records management.
Data entry in an enterprise relational database and knowledge of reporting software.
Demonstrated ability to perform electronic word processing and data entry in an enterprise relational database.
Typing speed of 45 wpm.
Ability to work well under pressure and provide courteous, tactful, empathetic service in difficult customer situations.
Excellent oral and written communication skills.
Ability to research, interpret and apply university policies and departmental procedures to resolve day-to-day issues.
Ability to plan, organize, prioritize tasks, meet deadlines, and maintain accuracy and attention to detail.
Ability to work independently and as part of a team; demonstrate initiative.
Demonstrated ability to develop and provide reports using reporting software.
Demonstrated experience with electronic spreadsheets (e.g., Excel) and word processing.
Knowledge of TRU programs, courses, policies and understanding of the student life cycle.
Demonstrated critical-thinking and problem-solving skills.
Maintain and contribute to a positive and respectful workplace environment
Associate degree or two-year diploma or equivalent post-secondary education
Word processing
Electronic word processing
Work well under pressure
Accuracy and attention to detail
Reporting software
Critical thinking and problem solving
Independent work and teamwork
Data entry in an enterprise relational database
Posting details
Employment type
Full Time
Work arrangement
On Site
Experience
2-5 yrs
Salary
CA$29 - CA$32/hr
Location
Kamloops, British Columbia
Posted
Aug 5, 2026
Application
Employer website
Compiles reports using established reporting tools and distributes to various university stakeholders.
Creates and maintains resource material such as manuals and procedure documentation to ensure up to date and consistent procedures and practices.
Uses professional judgement and interpretation of enrolment and graduation data to prioritize work and make recommendations for process improvements in alignment with institutional strategic enrolment goals and objectives.
Maintains confidentiality of student records and adheres to current privacy legislation.
Assists with training and ongoing support to existing and new team members.
Processes graduation audits for all TRU students and organizes graduation related aspects of convocation, including distribution of graduation applications in accordance with policies and deadlines. Assists at convocation ceremonies.
Performs the digitization of paper records into the student information system, streamlining access and management of record retention.
Assists with functional testing of new and existing student-related systems applications.
Provides administrative support to the team such as producing notices and creating staff and training meeting notes. REPORTS TO Management within the Registrar's Office, as assigned
Typing speed of 45 wpm
Electronic spreadsheets (e.g., Excel)
Research, interpret and apply university policies
Customer service (verbal and written)
Confidentiality and privacy legislation compliance
Plan, organize, prioritize tasks and meet deadlines
Functional testing support for student-related systems
Digitization of paper records into student information system
Market context
Records roles support student operations
In British Columbia, Records and Registration Officer roles are typically tied to ongoing student-services demand in post-secondary settings, where accurate records, registration support, and database work are essential. These positions can be competitive because employers often look for both student-service experience and records-management experience, along with comfort using enterprise relational databases. Review the AI-summarized requirements and benefits on this platform to save research time, then tailor your application to show precise data-entry and records-handling experience.
