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Senior Records Specialist

Date: July 2016
Reports to (Job Title): Assistant Director, Graduate Admissions & Records Systems
Jobs Reporting (Job Titles): Records Specialists
Department: Graduate Studies Office (GSO)


Main Campus


35 hr/wk

Primary Purpose

The Senior Records Specialist is the lead Records Specialist responsible for the maintenance of graduate enrolment and academic records and the key liaison for all Graduate Studies activities related to convocation and thesis. The Senior Records Specialist oversees the work of other Records Specialists in the Graduate Studies Office to ensure timely and accurate maintenance of graduate student records. The incumbent manages all aspects of convocation for Graduate Studies including oversight of degree completion, procedures and timelines, diploma and program production, and the coordination of aspects of convocation ceremonies. The incumbent ensures that thesis regulations, submission processes and systems are up to date and contributes to any needed changes or upgrades. The Senior Records Specialist participates in the review and testing of related records systems, and in special projects for the Assistant Director, Graduate Admissions & Records Systems, and the Director, Graduate Academic Services as required.

Key Accountabilities:

1.  Academic, Bio/demographic and Enrolment Records


2.  Thesis


3.  Graduation and Convocation


4.  Systems and Production Support

Position Requirements


An undergraduate university degree or equivalent education and experience



MS Word Excel PowerPoint Other
  • Knowledge and experience with evolving and complex student information systems (e.g. PeopleSoft Campus Solutions (Quest))
  • Knowledge and experience with document management systems (e.g. OnBase)
  • MS Word, Excel
  • GroupMail or other digital communication platforms

Nature and Scope

Interpersonal Skills:

Level of Responsibility:

Decision-Making Authority:

Physical and Sensory Demands:

Working Environment: