Academic Records Associate

About WCC

Western Community College is a privately held provider of post-secondary education in British Columbia, offering a Bachelor of Hospitality Management degree program and more than 60 career training diploma and certificate programs in the fields of business, accounting, healthcare, education, hospitality, information technology, legal studies, and warehousing, using industry-based market-driven curriculums. We provide a dynamic, collaborative, and engaging learning environment to our students with a very high standard of community-driven post-secondary education

We value diversity, equity, and inclusion. Our college does not discriminate based on race, color, religion, gender, gender identity or expression, sexual orientation, national origin, age, disability, or marital status. We are committed to be an equal- employer and to creating a diverse environment where employees are involved and respected. All qualified applicants will receive the same consideration for employment.

Job Title:  Academic Records Associate

Purpose

The Academic Records Associate supports the accurate, compliant, and organized management of student academic records. This role ensures the integrity of both physical and digital student records, assists with reporting and compliance processes, and supports the maintenance of academic and enrollment information from registration through graduation, withdrawal, or deferment. 

Responsibilities

Core Responsibilities: 

Data Integrity: Maintain and update institutional "Master Sheets," Student Information Systems (SIS), and tracking reports to ensure student statuses are current and accurate. 

Compliance & Auditing: Conduct regular audits of student files and records to ensure adherence to institutional policies and regulatory standards (e.g., HCA, DLI, and record-retention policies). 

Reporting: Assist in the preparation and submission of scheduled departmental and regulatory reports (including but not limited to ATP, SDR, and HCA reports). 

Records Management: Manage the lifecycle of student files, including structured file organization, scanning, secure storage, and retrieval for data witness or audit processes. 

Administrative Support: Monitor student progress markers—such as attendance, registration requirements, or payment status—to ensure documentation is complete and compliant. 

Specific Task Assignments: 

Specific task assignments within the scope of this role vary among team members based on operational requirements. This Job Description is to be read in conjunction with the "Job Duties and Responsibilities Document", which lists tasks based on the employee’s focus in the department. 

Requirements

To be successful in this role, candidates need to demonstrate the following competencies/skills:      

Strong attention to detail and high levels of data accuracy. 

Ability to organize and manage complex physical and digital filing systems. 

Proficiency with Student Information Systems (SIS) and data tracking tools (e.g., Excel). 

Knowledge of privacy standards and confidentiality protocols regarding student data. 

Strong time management skills and the ability to meet strict reporting deadlines. 

Clear written and verbal communication for departmental and instructor coordination. 

Education and Experience

Education 

Diploma or Associate’s degree in Office Administration, Business, Records Management, or a related field (or equivalent experience). 

Experience 

Minimum 1 year of experience in academic administration, records management, or data support 

Familiarity with institutional or regulatory reporting (HCA, DLI, etc.) and compliance documentation is an asset.