Records and Data Management Coordinator

Department: Faculty of Grad and Postdoc Studies 

Job Type: Limited Term

Full-time/Part-time: Full Time (>=1249 hrs/year) 

Campus: Waterloo 

Reports to: Senior Administrative Officer, FGPS

Employee Group: WLUSA 

Application Deadline: March 6, 2026

Requisition ID: 10643 

Wilfrid Laurier University is a leading multi-campus university that excels at educating with purpose. Through its exceptional employees, students, researchers, leaders, and educators, Laurier has built a reputation as a world-class institution known for its rich student experience, academic excellence, and global impact. With a commitment to Indigenization and commitment to equity, diversity, inclusion, Laurier’s thriving community has a place for everyone.

Laurier has more than 21,000 students and 2,100 faculty and staff across campuses in Waterloo and Brantford, as well locations in Kitchener and Milton. The university is committed to providing an inclusive workplace, a flexible work policy and employing a workforce that is reflective of local and national demographics. Laurier's Waterloo, Kitchener, and Brantford campuses are located on the shared traditional territory of the Neutral, Anishnaabe, and Haudenosaunee peoples. This land is part of the Dish with One Spoon Treaty between the Haudenosaunee and Anishnaabe peoples and symbolizes the agreement to share, protect our resources, and not to engage in conflict. Laurier's Milton campus is located on the traditional territory of the Mississaugas of the Credit, and part of the Nanfan Treaty of 1701 between the British Crown and the Haudenosaunee Confederacy.

This job posting is for a current vacancy.

Position Summary

The Graduate and Postdoctoral Studies Office provides academic support services in response to the university’s commitment to excellence and growth in graduate programs, graduate student enrolment, and the effective training of postdoctoral fellows. In support of the 40+ master’s and doctoral degree programs and more than 2400 graduate students and postdoctoral fellows, the services include professional development and support for the graduate student experience; training and support for postdoctoral fellows, publications and communications, enrolment, academic programming and approval, academic records including theses, grade reporting, petitions, graduation, program appraisals, and submissions to the provincial government for funding. Services of the Graduate and Postdoctoral Studies Office are utilized across multiple campuses and Martin Luther University College, a federated college of WLU, by undergraduate and graduate students, postdoctoral fellows, faculty members, internal administrators and external agencies.

Reporting to the Senior Administrative Officer, the Records & Data Management Coordinator is responsible for supporting the graduate student records functions in the broadly defined areas of Student Records, and Data Management and Analysis. The RDMC provides support for the retrieval, analysis, and dissemination of enrolment, funding and other relevant data as required for graduate program proposals and reviews under the Quality Assurance framework. S/he is responsible for the document management process in the FGPS and thereby contributes to the effective maintenance of graduate records, participates in testing of Banner forms and reports as required, undertakes data entry when necessary, and provides support to all aspects of the records functions of the FGPS. The incumbent speaks and corresponds regularly with faculty and staff members, prospective and current students, with officials and students at other institutions in Ontario and with the public. A high standard of diplomacy and professionalism is required.

Primary contacts in this position will include all graduate students, representatives from other institutions who participate in joint programs with Laurier, faculty and staff in academic units who are involved in the delivery of Laurier’s graduate programs, Laurier International, the RO and its departments, ICT, and IR.

This position has a university-wide mandate and is based at the Waterloo Campus. The incumbent provides subject matter expertise to all campuses, requiring regular interpersonal interactions and collaboration with departments at the Waterloo Campus, the Brantford Campus, the Toronto office and external partners. Special attention is given to ensure equitable service delivery across all locations.

Accountabilities

Student Records

• Maintains the official FGPS student records: conducts audits and file management in accordance with the institutions records retention policy;
• Audits faculty decision worksheets for graduate student progression; follows up on grading inconsistencies and alerts program and Graduate Admissions & Records Officer of any perceived progression issues for follow-up;
• Manages the Ontario Visiting Graduate Student (OVGS) program and Joint Program Registration, ensuring that appropriate paperwork is complete and accurate, creating or updating the visiting student record and ensuring that official grades are communicated to institutions in Ontario;
• Advises, directs and resolves (where able) registration issues on behalf of students and their programs;
• Ensures adherence to university policy on continuous registration by following up with students and academic units each semester; based upon student activity, seeks required paperwork related to withdrawals or terminations and ensures action taken to update academic record ;
• Actively participates in the maintenance of current student records by notifying faculty of grade submission deadlines, and following up on late submissions; enters continuation grades for academic requirements with no defined end date, and enters final grades and final grade changes where required;
• Verifies membership of dissertation examining committees in accordance with Graduate Academic Calendar and the members’ status on the Graduate Faculty, confirms proposed external examiner with Dean;
• Seeks Dean’s approval of proposed external examiner for doctoral defence requests, invites external examiners to participate, receives external examiner reports in accordance
• with defence timelines, schedules the defence including any technological requirements for full participation of members on and off campus; prepares all travel and honorarium documentation following defence;
• Acts as FGPS administrator for the electronic submission of theses/dissertations to Scholars Commons;
• Receives and processes all petitions to the Office of Graduate Studies as required by Calendar policy; anticipates additional information requirements and seeks out same; ensures that required documentation and signatures are available; takes minutes at GSAC meetings, provides clarification of procedural matters where required by members of the GSAC in order to reach a decision, and prepares correspondence to students, supervisors and
• graduate coordinators concerning petition decisions; communicates with RO on decisions and actions to be taken;
• Communicates with RO regarding adding registration comments to the student record, historical academic record changes, time tickets, program completions and count date adjustments, etc.
• Applies fee and registration status changes to student learner records in Banner following GSAC petition outcomes and program change request forms
• Distributes student records to programs for confirmation of degree completion and follows up for timely return; verifies completion of degree program requirements and eligibility to graduate post-defence before final sign-off;
• Receives and investigates tuition/fee appeals; seeks out supporting information where required, and based on available evidence, makes an informed proposal to SAO; communicates decisions to student and RO as applicable;
• Enters continuation grades for all courses (with no defined end-date) into Banner each term for all impacted students (typically all two-year masters research students and doctoral students)
• Provides clarification to students, faculty and grad coordinators on the appeals process;
• Through the effective use of reporting tools, supports communications to students and their programs on registration deadlines, degree time limits, missing/incomplete grades, completion of program milestones, and record changes following petition decisions;
• Completes a degree audit each term for masters and PhD students, identifying issues (e.g., missing/incomplete grades) and following up with students and their programs as required or escalating to the Graduate Admissions and Records Officer for further action.

Data Management & Analysis

• Through the effective use of reporting tools and data analysis skills, completes required tables concerning graduate students (admissions, progression, completion, funding, etc.) for the Cyclical Reviews as required by the Quality Assurance process (the details and presentation of this data must meet complex criteria set out by Quality Assurance framework, and the data is critical to the successful outcome of the appraisal process);
• Develops requirements for new, or amendments to existing, Cognos reports; tests validity of data as needed;
• Responsible for verification of graduate student enrolment each term in support of the government reporting process (with the RO and IR).

Qualifications

• Bachelor’s degree and two years related student records experience
• Familiarity with graduate programs an asset;
• Excellent verbal and writing skills;
• Demonstrated knowledge of data elements related to student records and experience in retrieval of data and its interpretation;
• Ability to work independently in a self-directed manner, organize tasks and set priorities;
• Strong time management skills;
• Demonstrated ability to interact and communicate effectively with faculty, students and staff;
• Ability to gain co-operation and support from faculty, staff, students, and other stakeholders;
• Demonstrated ability to meet deadlines, and to handle multiple tasks and periodic pressure;
• High standards of accuracy and attention to detail;
• Sound working knowledge of PC platforms, proficiency in word processing, spreadsheet, database and presentation software, and email use;
• Diplomacy and sensitivity to needs of a diverse graduate student population;
• Demonstrated experience using Banner, Cognos, Microsoft (including Access) and other software programs related to activities of the department;
• Excellent data analysis skills;
• Ability to work in a team environment and to serve as a resource for other university representatives involved in the delivery of graduate programs;
• An ability to understand and manage confidential material from internal and external

This position is deemed eligible for educational equivalencies.

Hours of Work: This position is a full-time, limited term opportunity with an anticipated end date of August 28, 2026.The normal hours of work are 8:30am to 4:30pm, Monday to Friday. Flexibility in hours may be required, including evening and/or weekend work due to periods of high volume. When possible, the manager will adjust hours to ensure no more than 35 hours are worked in a week. This role offers limited flexibility regarding flexible work arrangements. Please see Policy 8.14 (Flexible Work Policy) for more information. All arrangement must be approved by the direct manager. On occasion, this schedule may need to be adjusted to meet operational requirements.

Compensation:

Level: D

Wilfrid Laurier University endeavors to fill positions with qualified candidates who have a combination of education, experience, skills and abilities to successfully perform the duties of the position while demonstrating Laurier's Employee Success Factors.

Equity, diversity and creating a culture of inclusion are part of Laurier’s core values and central to the Laurier Strategy. Laurier is committed to increasing the diversity of faculty and staff and welcomes applications from candidates who identify as Indigenous, racialized, having disabilities, and from persons of any minority sexual and gender identities. Indigenous candidates who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact the Office of Indigenous Initiatives. Candidates from other equity deserving groups who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact Equity & Accessibility. We have strived to make our application process accessible, however if you require any assistance applying for a position or would like this job posting in an alternative format, please contact Human Resources. Contact information can be found at careers.wlu.ca/content/How-to-apply/

Should you be interested in learning more about this opportunity, please visit www.wlu.ca/careers for additional information and the online application system. All applications must be submitted online. Please note, a resume and cover letter will be required in electronic form.

Please note, when pre-screening questions are used as part of the application process, AI is utilized to score responses. All other aspects of the hiring process are reviewed by our Talent Acquisition team.