The Record Keeper will be responsible for providing essential administrative support to the Student Services Department. Key responsibilities include maintaining up-to-date student files, meticulously tracking daily progress, and helping in various administrative tasks. This role will collaborate closely with the Campus Manager, Registrar’s Office, academics, admissions team, student services personnel, career services, placement coordinator, and other faculty members to ensure smooth operations across departments and Campuses. 

Reports to: Director of Student Services/ Registrar’s Office

Job Responsibilities: 

Be responsible for the following as well as other related duties as assigned: 

• Perform various clerical duties such as word processing, filing, copying, faxing, processing mail, and collating documents. 
• Check, scan, and maintain all status files accurately. 
• Coordinate with instructors to track student attendance and follow up with students with low attendance. 
• Compile and organize all student files and documents. 
• Act as a data witness when necessary. 
• Issue documents from student files as needed. 
• Update and verify student status in the system, including withdrawals and dismissals. 
• Prepare dismissal notes and warning letters for students. 
• Generate attendance reports for WorkBC and other related organizations. 
• Compile student data reports and DLI reports. 
• Gather refund documents as required. 
• Perform general administrative duties to support the front desk and student services department, including:
  • Maintaining supplies and equipment for instructors, students, and administrative staff. 
  • Answering and directing incoming calls and maintaining call logs if necessary. 
  • Greeting visitors and directing them appropriately. 
  • Managing access to campus facilities and maintaining general security. 
  • Facilitating internal communication between staff and students. 
  • Updating student transcript databases with marks and attendance records. 
  • Keeping policies, procedures, and forms files up to date. 
  • Ensuring adequate stock of supplies and ordering general office supplies. 
  • Liaising with external suppliers for office equipment maintenance. 
  • Handle sensitive information and maintain confidentiality with utmost discretion. 
  • Collaborate with other administrative staff to ensure efficient office operations. 

Requirements: 

To be successful the individual must be committed to developing, maintaining and demonstrating the following: 

• Excellent organizational and time-management skills with the ability to multitask effectively. 
• Strong written and verbal communication skills, with attention to detail. 
• Proficiency in using Microsoft Office and technology. 
• Professionalism and ability in handling confidential information. 
• Flexibility and adaptability to meet changing demands and priorities. Ability to anticipate needs, prioritize tasks and meet deadlines. 
• Strong interpersonal skills and the ability to work collaboratively in a team-oriented environment. 

Education and Experience: 

• Business diploma or equivalent 
• Two to three years of experience in an office environment 

Job Type: Full-time 

Salary: $18.00-$20.00 per hour 

Schedule: 

• Monday to Friday 
• Weekend availability 

Expected hours: 40 per week 

Benefits: 

• Dental care 
• Extended health care 
• Vision care 

Schedule: 

• 8 hour shift 

Experience: 

• Administrative Assistant: 1 year (preferred) 

Work Location: In person