Records Specialist

Records Specialist

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Please see Special Instructions for more details.

Interested applicants must submit their application and all required documents online on the Douglas College Career Site [www.douglascollegecareers.ca]. Qualified internal applicants shall be given first consideration in filling the position. ALL INTERNAL APPLICATIONS MUST BE RECEIVED BY DATE. Please ensure your resume clearly explains how you meet the required knowledge, skills and abilities of the position for which you are applying. All candidates selected for interview will need to bring original certificates and diplomas of educational credentials noted on their resume.

JOB OPPORTUNITY

Position Information

Location	New Westminster Campus
Salary Range	$29.53 per hour (with wage increments to a max of $32.97 per hour). Salary and wage increments are in accordance with the Collective Agreement.
The Opportunity	The Student Records team is responsible for supporting Douglas College learners through the accurate and timely maintenance of student records, processing registration & records requests, and by safeguarding confidential information. Records Specialists provide critical support to students, faculty, and staff by troubleshooting complex registration issues, interpreting policies and procedures, and delivering exceptional customer service. As a self-starter who can work both independently and as part of a team, the Records Specialist uses strong administrative and data management skills to accurately enter, update, and manage a variety of student records, while ensuring compliance with institutional requirements.
WHO WE ARE	Do what you love. Be good at it. That’s how Douglas College defines a great career. It’s a philosophy that resonates through our classrooms, our offices and our boardrooms. It inspires our students and drives us to make Douglas College one of BC’s Top Employers. We love what we do. And we’re looking for passionate, motivated people to join us in making one of Canada’s best degree-granting colleges even better. Be a part of an institution where everyone is committed to empowering successful students, creating responsive learning environments, fostering social and environmental responsibility, and supporting healthy learning and work environments.
WHAT WE OFFER	We offer the opportunity to do what you do best in an inclusive, collaborative and collegial environment. At Douglas, our goal is to ensure our people are valued and supported by promoting a healthy work-life balance, professional growth, and development, as well as a safe and respectful workplace. Transit-accessible campuses Hybrid work arrangements for eligible positions Competitive salaries Excellent Health and Dental Benefits for eligible positions Defined-Benefit Pension Plan for eligible positions Professional Development opportunities Access to our Fitness Centres and Classes For more benefits information, click here!
WHAT IT TAKES	To have successfully completed a Diploma level program in a related field at a recognized post-secondary institution and a minimum of two-year relevant experience in a post-secondary environment with a computerized student information system; An equivalent combination of education, training and experience may be considered. A good working knowledge of Student Information Systems (such as Banner) and registration and records functions, with the ability to identify and problem solve errors and student account issues. Good working knowledge of the applicable College policies and procedures, the nature and content of programs being offered, as well as office practices and procedures. Ability to review complex documentation and incorporate findings into practice. Possess in-depth knowledge of Student Records processes, to be applied in seeking enhancements through new functionality, planned maintenance, configuration and upgrades of the Student Information System (Banner) and other applications to improve efficiency and service For the Full Job Description, click here.
Additional Information	This temporary full-time (35 hours per week) position is available starting November 2, 2026 to January 31, 2027. Regular hours of work are Monday to Friday, 8:30am – 4:30 pm. Shift days and times may change depending on the department’s need. Occasional evening and/or weekend work may be required. This position is required to work a flexible schedule based on operational needs. The position is located at the New Westminster campus; however, successful candidate must be available for occasional work at all Douglas College campuses and offsite locations. Douglas College is committed to supporting a healthy work/life balance for employees. A hybrid work from home arrangement may be considered, subject to the terms of the College’s Work From Home Policy.
Posting Number	02878SA
Position Title	Records Specialist
Anticipated Start Date	11/02/2026
End Date	01/31/2027
Needs a Criminal Records Check	No

How To Apply

Open Date	10/09/2026
Close Date	10/16/2026
Open Until Filled	No
Maximum Number of References	3
Minimum Number of References	2
Equity Statement	Douglas College is committed to fostering a diverse, inclusive and equitable learning and working environment. In support of this journey, we welcome all people to apply, including people from groups that are experiencing inequity, including, but not limited, to Indigenous Peoples, racialized or persons of colour, persons with mental or physical disabilities, persons who identify as women, and/or persons of marginalized sexual orientations, gender identities and expressions, and persons of all faith identities, age, marital status, and parental status.
Important Note	Qualified internal applicants must apply by October 16, 2026 to be given first consideration. Click the link at the top of this page to apply directly to this posting.

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * How did you first find out about this employment opportunity?
   • Douglas College Careers Site
   • LinkedIn
   • Indeed
   • Social Media (Facebook, Instagram)
   • Personal Referral
   • Agency Referral
   • Professional Association Website
   • Colleges and Institutes Canada (CICAN)
   • Canadian Association of University Teachers (CAUT)
   • Douglas College CareerHUB
   • Career Fair or Other Hiring Event
   • Other
   • Glassdoor
2. * If you are not a Canadian Citizen or Permanent Resident, do you currently have a valid Canadian work permit?
   • Yes
   • No
   • Not Applicable
3. * If you have a valid Canadian work permit, please indicate expiry date and the type of work permit you hold. (Type N/A if not applicable).

   (Open Ended Question)

4. * Are you a current or former Douglas College employee/student?
   • Current employee
   • Former employee
   • Current student
   • Former student
   • None of the above
5. * If you are a current/former employee/student, enter your ID number. (Type in N/A if not applicable.)

   (Open Ended Question)

6. Employees are required to report to the college in person, promptly and reliably, as required by their position. To meet this obligation, they must reside within a commutable distance to the college for the duration of their employment. Please confirm that you can fulfill this requirement.
   • Yes, I can fulfill this requirement
   • No, I cannot fulfill this requirement
7. If you are a regular or auxiliary staff member of the College, are you currently on your probation/trial period at the College? Please note that Article 28.5 (a) of the Collective Agreement (BCGEU) states - "...regular employees shall not be eligible to apply for another regular posted position within their initial probation period...", and Article 28.5 (b) states - "...employees shall not be eligible to apply for another posted position within their trial period unless the posted position constitutes a promotion or results in a change from auxiliary to regular status...".
   • Yes
   • No
   • Not an employee

Documents Needed to Apply

Required Documents

1. Resume
2. Cover Letter
3. References with Contact Information

Optional Documents