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Carleton University

Senior Records Officer

Ottawa, ON, Canada

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Job details

Apply by: Dec 9, 2026
Positions available: 1
Posting language: English
Posted: Nov 9, 2026

Original job description

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Career Development Assignment (CDA)

The successful candidate must obtain a leave of absence from their current and substantive position, where applicable. Permission for such leave must not be unreasonably withheld.

If you are an internal applicant belonging to a union (CUPE 2424, CUPE 910 or OPSEU 404), please make sure to update your current union status in your candidate profile each time you apply for a vacant position. Internal “unionized” candidates with priority status will be given first consideration. Please note: Carleton University encourages applications from all qualified candidates.

Job Number: J1026-0003

Job Title: Senior Records Officer

Job Type: Career Development Assignment (CDA)

Department: University Registrarial Services

Job Category: Administrative

Number of Positions: 1

Date Posted (dd/mm/yyyy): 09/11/2026

Closing Date (dd/mm/yyyy): 17/11/2026

Salary (with Salary Rate): 91,291.00 - 99,934.00/Year

Assignment Duration From: 28/09/2026

Assignment Duration To: 03/09/2027

Employee Group: CUPE 2424

Salary Level: 10PE

Hours Per Week: 35

Date Position Available: 01/10/2026

About Carleton University

Carleton University is situated on unceded Algonquin territory and bordered by the Rideau River and the Rideau Canal, a UNESCO World Heritage site, in Ottawa, Ontario. The university is just minutes from the heart of our nation's government and G-7 organizations and this capital advantage provides opportunities for staff and faculty and students to make a positive impact in our community and around the world.

Named a Top 100 Employer in 2023, 2024 and 2025, and a National Capital Region Top Employer for 10 consecutive years, Carleton University is one of Canada’s most resourceful and productive hubs of learning and research, fuelling a rich talent pipeline that is supporting social and economic renewal. The university’s smart, caring and connected community inspires and empowers individuals to become change leaders who drive impact in the world while challenging conventional modes of thinking and doing. At Carleton, we are committed to fostering an innovative, equitable and welcoming work environment. Carleton is also a nationally certified Healthy Workplace and is a recipient of the Canada Awards for Excellence, Healthy Workplace Order of Excellence and Platinum Level Certification for Mental Health at Work.

The university’s Strategic Integrated Plan 2020-2025 is an ambitious vision for the future, anchored in Carleton’s strengths and student-centric, community-engaged values.

Duties And Responsibilities

With a minimum of supervision, the Senior Records Officer is responsible for the effective facilitation of all administrative processing activities relating to Central Academic Records. Records Integrity refers to registration, graduation, biographical data, transcripts and all matters related to student records.

Working within established guidelines, the Senior Records Officer is responsible for developing internal control techniques to provide efficient audit trails for the Student Records Data Base; maintaining and developing the proper procedures for creation and archiving of hard-copy files; collection and validation of final grades; convocation data; coordinating and directing the production of University transcripts and diplomas; collaborate with the Office of Institutional Research in the production of accurate and timely grant reports; examining and assessing of international student exemptions; keeping the Associate Registrar informed and advised of data processing issues within the records system in general and assisting with projects.

The Senior Records Officer is knowledgeable on leading effective work teams, office processing standards and functional operations of the Office. The Senior Records Officer ensures that University rules and policies pertaining to all aspects of student records expertise exists among the Registrar Specialists. The incumbent provides advice and support in all aspects of student records to clients including providing detailed explanation and interpretation, for matters relating to university policy and procedures.

The incumbent is also required to have a high level of technical knowledge of the software program(s) that support the student information system. In consultation with Operations, the incumbent is responsible for supporting the ongoing technical and functional development of the software systems that support transcripts and diploma production, and grade collection.

The Senior Records Officer is accountable for ensuring team leadership, coaching, training and ongoing development for the Registrar Specialists teams in terms of records, auditing issues, and supporting cross-functional development.

The Senior Records Officer collaborates with other Senior Officers in the Registrar's Office and The Office of Post Doctoral and Graduate Affairs on production and work schedules and on cross communication, documentation and training.

Although this position is involved and has responsibilities in other aspects and services of the Registrar's Office, the incumbent reports directly to the Assistant Registrar, Central Academic Records.

Qualifications

The incumbent must possess the following qualifications:

Thorough knowledge of all processes within the office to support the other functional areas of the office with regard to records data integrity.
Thorough knowledge of record processes and their impact; the functionality of the systems and how they are used by staff.
Strong understanding of the relationships and responsibilities of the Registrar’s Office with students, the academic community, other student support offices, Office of Institutional Research and administration.
Thorough knowledge and understanding of data collection for purposes of measuring service standards and bench marking.
Have good general knowledge of academic policies.
Ability to exercise independent judgment and initiative to solve problems and conduct the academic integrity needs on a daily basis is essential.
Must be able to participate in and effectively lead teams and possess excellent organizational skills and the ability to identify and set priorities.
Must have strong written, verbal communication skills and interpersonal skills and be able to exercise tact, diplomacy and discretion in working with students and clients.
Knowledge of current university software applications, systems and databases and office software is required.
Must be available to work overtime as required.

Education And Experience

The above is normally acquired through the completion of:

Completion of 4 years of post-secondary study
Five years progressive, responsible experience, preferably in an educational institution.

HR Note

Equivalencies will be considered. Applicants are encouraged to provide information which may demonstrate equivalent qualifications. Please note that applicants may be required to complete an employment test as part of the selection process for this position. Those applicants that are selected for an interview will be requested to contact the Human Resource Advisor assigned to this competition as soon as possible to discuss any accommodation requirements. Arrangements will be made to accommodate your request in a timely manner. Carleton University is strongly committed to fostering diversity within its community as a source of excellence, cultural enrichment, and social strength. We welcome those who would contribute to the further diversification of our University including, but not limited to: women; visible minorities; First Nations, Inuit and Métis peoples; persons with disabilities; and persons of any sexual orientation or gender identity and expressions.

Health and Safety Requirements

This position is regularly required to work on campus in person. In the event of a public health emergency or a health and safety issue, it is possible that you may be required to work temporarily remotely due to public health orders, directives and/or health and safety requirements. If this happens, you will work with your direct manager to set up a remote work environment including discussing appropriate technology and requirements. You are required to follow all University policies and directives, including to set up a safe and confidential workspace in a remote location and ensure all Carleton property (intellectual and other) is safeguarded. If required to work remotely, you will be notified by your manager when working full time physically onsite will resume.

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Responsibilities

Oversee administrative processing for central academic records, including records integrity, grade collection, archiving, convocation data, transcripts, diplomas, reporting, and international student exemptions. Lead and develop Registrar Specialist teams, advise clients on records policies and procedures, and support the technical and functional development of systems used for records processing.

Requirements

Requires four years of post-secondary study and five years of progressively responsible experience, preferably in an educational institution; equivalent qualifications may be considered. Candidates should have thorough knowledge of student records processes and systems, strong judgment and communication skills, and the ability to lead teams and work overtime as needed.

Skills

Student Records Management
Data Integrity
Records Auditing
Records Archiving
Grade Collection and Validation
Transcript and Diploma Production
Data Processing
Team Leadership
Coaching and Training
Project Support
Policy Interpretation
Problem-Solving
Organizational Skills
Written and Verbal Communication
Interpersonal Skills
Student Information Systems

Visa sponsorship

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Keywords

Central Academic Records
Student Records
Records Integrity
Registration
Graduation
Biographical Data
Transcripts
Diplomas
Student Records Database
Internal Controls
Audit Trails
Records Archiving
Final Grades
Convocation Data
Grant Reports
International Student Exemptions
Student Information System
Software Systems
Data Collection
Service Standards
Benchmarking
Academic Policies
Registrar's Office
Team Leadership
Cross-Functional Development

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