Records Clerk at Vancouver Island University

Records Clerk

Employment Group CUPE Position Number 00094 Division Vice-President Students Department Records Campus Nanaimo campus *Successful candidates must be able to attend in person on campus as required Location Nanaimo, British Columbia Country Canada Appointment Type regular full-time FTE 1.00 Workload 35 hours per week Pay Level CUPE 8: $31.48 per hour Start: As soon as possible Applicant Documents CV/Resume, Cover Letter, Qualifications , Name and contact information of recent supervisors willing to provide a reference Posted Date 06-Nov-2025 Closing Date 12-Nov-2025 Job Reference 2825

Duties:

Reporting to the Associate Registrar, Records and Registration Systems, provide records-related customer service, support and liaison functions to the institutional community.

• Maintain course data in the Scheduling and Workload System and Student Records System;
• facilitate the procedures involved in course timetabling;
• train other employees to use the Scheduling and Workload System;
• maintain program and goal data;
• facilitate the grade entry process;
• generate official transcripts;
• administer room bookings;
• produce certificates, diplomas and degree parchments;
• generate reports from the Student Records System, process requests for late course withdrawals;
• administer the probation, suspension and misconduct policies;
• and respond to queries regarding student tuition tax receipts.
• Completes general updates on the administrative area, faculty or department website (e.g., biographies, announcements, important dates, course information), ensuring information is current and accurate.

Required Qualifications:

One-year community college, institute program or equivalent from an appropriately accredited institution. Minimum three years related experience in an office setting. A combination of education and experience may be considered.

• Intermediate-level skills in Microsoft Word and Excel.
• Excellent interpersonal and communication skills for dealing effectively with staff, students and the public.

Preferred Qualifications:

• Experience in a post-secondary institution.
• Experience with a student records system in a post-secondary educational setting.

VIU is pleased to offer eligible employees a comprehensive benefit plan; ample paid holiday time; professional development opportunities and a desirable pension plan. As part of the VIU campus community, our employees work with supportive colleagues within an encouraging environment and are provided with the tools and training that promote learning and development. The perks of VIU employment are multiple, and include well-being initiatives and services, strategic discounts, and flexible work opportunities.

Note:

• Short-listed candidates must provide original transcripts, or applicable original certifications at time of interview.
• All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
• Vancouver Island University (VIU) is collectively committed to building and sustaining a diverse and inclusive working and learning environment for faculty, staff, and students. In our journey towards greater diversity, we invite applications from members of equity-seeking communities including women, racialized and Indigenous persons, persons with disabilities, persons of all gender identities and sexual orientations who bring value to the VIU community through their lived experiences. We encourage members of all equity-seeking groups to self-identify within their application cover letter. When a candidate voluntarily discloses this information in their cover letter, the information will be used only for the fulfillment of the career opportunity. Disclosure and/or self-identification with an equity-seeking group will not lead to advantageous treatment of a candidate who is not qualified.