Academic Records Coordinator

Department: Enrolment Services
Position covered by the Collective Agreement with USW Local 4120

If you are a current employee of the University of Guelph you must apply on the internal Career Page in order to be considered as an internal applicant.
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Duties and Responsibilities

Reporting to the Assistant Registrar, Academic Records, the Academic Records Coordinators have shared responsibility for the maintenance and accuracy of student records. This crucial role is responsible for posting all official grades for graduate, undergraduate, and associate diploma students at Guelph, Guelph-Humber, and Ridgetown campuses. This position focuses on grades, academic status, academic review decisions, and academic misconduct allegations, decisions, and sanctions.

The incumbents also maintain academic records for undergraduate and associate diploma (Guelph) students participating in special studies programs such as Field Schools, Student Exchange, and Letter of Permission by monitoring, updating, and reconciling information pertaining to students’ academic status, registration, course enrolments, and grades.

The incumbents critically analyze existing policies and procedures within their portfolio and identify problem areas and/or inconsistencies, recommending changes, and implementing solutions which provide excellent customer service to students, staff, and faculty.

The incumbents develop a comprehensive understanding of, and keep current on, University policies, procedures, and practices as they relate to grades, academic, and transfer credit regulations, achieve expert knowledge in academic record management with the Student Information System (Colleague) and electronic filing system (ImageNow) and are a resource on academic records for staff, faculty, and students.

Requirements

Requirements of the position include: 1-year community college, plus 18 months experience in a postsecondary environment, preferably in a registrarial setting, or an equivalent combination of education and experience. Candidates should demonstrate: advanced knowledge of a Student Information System (Colleague preferred), Microsoft Office Suite, ImageNow (electronic filing system); sound knowledge of the university environment and the higher education system in Canada and internationally; expert knowledge of university policy and procedures, retention policy and FIPPA; the ability to critically analyse work flow processes and identify problems, recommend changes and implement solutions which provide excellent customer service. Additional requirements include: excellent attention to detail; strong organizational skills; the ability to work independently as well as part of a team; the ability to multi-task while maintaining a high quality of work and prioritizing effectively; and the ability to work well under pressure with multiple interruptions and strict timelines. Occasional evening and weekend work required at peak times.

Employee Type: Regular
Position Number: 10439005
Classification: USW, Local 4120 Salary: Band 4
USW Local 4120 Wage Grid

*Tentative evaluation; subject to final review.

At the University of Guelph, fostering a culture of inclusion is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.

Posting Date: 01/23/2026
Closing Date: 01/30/2026