University of Waterloo

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Records Assistant

Records Assistant

Requisition ID 
Job Category  
5530 - Registrar
Job Status 
Regular Full-Time
Hiring Range 
$40,264 - $50,330

More information about this job


This career path position holds increasing levels of responsibility for the delivery of all functional activities related to student records processes. In this capacity, the incumbent is expected to maintain 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 Assistant (RA) 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 (SA) specific knowledge, especially when dealing with the many cases that deviated from the norm.


The RA 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.


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.

Record Keeping: 

  • Student registration, including, but not limited to: add/drop activity, block enrolment, service indicators, term activation, unit load 
  • Maintain accurate student academic records 
  • Transfer credit coding, exchange coding, letters of permission  
  • Bulk grade assignment and grade revisions  
  • Coding/verifying academic standings, honours and awards and transcript text information   
  • Program/Plan changes  
  • Student citizenship status, name changes  
  • Student’s tuition calculation  
  • Academic progression (AP) 
  • Projects or specialized coding 
  • Maintain substitution spreadsheet, applying repeated course coding

Communication & Stakeholder focus: 

  • Responds to inquiries from University of Waterloo Staff, Faculty, and Undergraduate Advisors regarding the status of changes to student records.
  • Provides additional resources to the Client Services area that is the student’s first line of contact when visiting the Registrar’s Office.  They will be expected to answer inquiries, and, will deal with students directly to explain policies and procedures.


  • 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. 


  • 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.


  • College diploma and/or Undergraduate degree and/or equivalent work 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 
  • Demonstrating ability to handle confidential information with discretion 
  • Demonstrated ability to maintain multiple tasks involving shifting deadlines and priorities 
  • Demonstrated experience using MS Office suite applications an asset
  • 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 
  • 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 
  • Familiarity with PeopleSoft software preferred