Records Coordinator

At the University of Waterloo, we create and promote a culture where everyone can reach their full potential. As an employee, you get support & opportunities that empower you to advance your career. Explore how we can bring big ideas to life, together. The University is a welcoming workplace for those of all abilities, interests, and expertise. As part of our workforce, you can do what you do best, every day.
Learn more about our recruitment process.

Job Requisition ID:

Time Type:

Employee Group:

Job Category:

Employment Type:

Department:

Hiring Range:

Posting Information:
This posting is for an existing vacancy.

Term: 14 months

This position is being offered as a Secondment or contract opportunity.

The internal posting deadline for this position is June 11, 2026, at 11:59PM.

This is a Career Path position. The final level will be determined based on demonstrated skills and experience.

Anticipated hiring ranges:

USG 5: $51,306 – $64,133
USG 6: $56,494 – $70,617

USG 7: $61,954 – $77,443

Job Description:

Primary Purpose

This career path position holds increasing levels of responsibility for the delivery of all functional activities related to student records processes. The incumbent is maintains student records and the various procedures employed to track and assist students during their academic careers from the application stage through to graduation while demonstrating increasing ability to problem solve and lead.  Responsibility ranges from entry level records maintenance to a leadership role, leading process and procedural projects and providing the day to day leadership required to ensure all activities are maintained, while resolving more complex problems.  This competency continuum translates to all of the detailed accountabilities noted below.  

The Records Coordinator (RC) maintains accurate undergraduate student records, and the various procedures used to track and assist students during their academic careers. This requires both Faculty specific and systems specific knowledge, especially when dealing with the many cases that deviated from the norm.   

The RC provides written and oral information regarding policies and procedures of the university to students and departmental staff and faculty as it relates to student records.

Record Keeping 

Maintains student records and the various procedures employed to track and assist students during their academic careers from the application stage through to graduation, within the Student Information System (PeopleSoft) 

Maintains student registration, including, but not limited to: add/drop activity, block enrolment, service indicators, term activation, unit load  

Maintains accurate student academic records, which include:  

o Transfer credit coding, exchange coding, letters of permission  

o Bulk grade assignment and grade revisions  

o Coding/verifying academic standings, honours and awards and transcript text information    o Program/Plan changes  

o Student citizenship status, name changes  

o Student’s tuition calculation  

o Academic progression (AP) processing

o Maintain substitution spreadsheet, applying repeated course coding.  

 Will be assigned projects or  accountable for specialized coding  

Communication & Stakeholder Focus:

 The incumbent will respond to inquiries from students, UWaterloo Staff and Faculty Undergraduate Advisors  

 The incumbent will provide additional support to the Customer Service Team that is the student’s first line of contact when visiting the Registrar’s Office. S/he will be expected to answer inquiries and deal with applicant directly to explain policies and procedures 

Document Management System (DMS):

 Accurately match all documents received

 Index (paper and e-batches) to student’s file

 Identify discrepancies and communicate these to the Systems team

Reporting

 Run standard queries to gather data from the Student Information System (PeopleSoft) to identify the various stages of completion of records activities.    

 Required to have a thorough knowledge of business processes and practices to accurately identify discrepancies.

Portfolio responsibilities can include:  

Faculty Petitions

 Receives, reviews and prepares petitions for consideration by Faculty Petitions Committee.

 Tracks petition decisions using the ACCESS system and communicates all decisions by letter, email or verbally to students.  Petition cases typically present records scenarios that must be interpreted properly by the incumbent so that the academic record can be updated accurately.  

Convocation

 Responsible for coding Intention to Graduate data in the Student Information System (PeopleSoft) as received. This activity supports the generation of bulk Academic Advisement (AA) Reports by the incumbent for submission to Faculty Advisors who use the reports to determine whether degree requirements have been satisfied.    

 Creates recommendation forms to be used by faculty advisors and directly interacts with the advisor to rectify any student record issues before final degree status decisions. Alternatively, convocation spreadsheets have been adopted by some faculties to fulfill this same purpose.  

 Checks changes to Academic Programs to ensure these are accurately coded and so that the correct degree will be assigned and displayed on the diploma.  

 Interacts directly with students to discuss details pertaining to a student’s convocation intentions.    Responsible for assembling diploma packages, participating in the Convocation ceremony as well mailing diplomas to students who were unable to attend the ceremony. 

Education

 College diploma and/or Undergraduate degree and/or equivalent work experience

Experience

 Progressive experience with proven track record of success in student records of success in maintaining electronic people records.    Previous experience in a customer service position dealing with students and/or educational organizations is essential  

Knowledge/Skills/Abilities

 Excellent data entry skills and proven aptitude for attention to detail and accuracy is required

 Excellent human relations / inter personal, organizational, problem solving and communication (oral and written) skills required

 Demonstrating ability to handle confidential information with discretion  

 Demonstrated ability to maintain multiple tasks involving shifting deadlines and priorities

 Proven ability to work independently and as a team member in a busy deadline oriented and varied environment with changing priorities  

 Knowledge of University policies and procedures relating to student records preferred  

 Experience with Microsoft Word  Experience with Microsoft Excel

 Basic experience with Microsoft PowerPoint

 Experience with Microsoft Access is an asset

 Experience using online Student Information Systems and DMS is an asset 

Equity Statement
The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is coordinated within the Office of Indigenous Relations.
The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion.  As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.
Positions are open to qualified candidates who are legally entitled to work in Canada.
The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at [email protected] or 519-888-4567, ext. 45935.