Records Officer - Student Records Management

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Job Description

About Bow Valley College

For 60 years, Calgary’s college has grown to prepare 14,000 students annually for meaningful careers in health care, social services, business, technology, and creative industries. Every program has a Work Integrated Learning requirement, ensuring students contribute to the workplace before they graduate. With a strong focus on advanced simulation training and Alberta’s evolving needs, Bow Valley College’s new Health Care Centre of Excellence is working to expand space and programs, aimed at graduating four-times as many health professionals annually by 2036.

Proudly recognized as one of Canada’s Top 50 Research Colleges, we combine innovative learning with hands-on experience. Home to Alberta’s only major e-sports arena and a state-of-the-art digital production hub. Learn more about the opportunities Bow Valley College creates for students, Calgary, and Alberta at bowvalleycollege.ca.

Position Summary

The Records Officer - Student Records Management supports accurate student records, compliance processes and student information system activities relating to international applicants and students within the Office of the Registrar and Enrolment Services. This position is responsible for maintaining and validating student data, processing immigration-related documentation, completing reoccurring audits which support government and institutional reporting, and ensuring student records are updated in accordance with established procedures. The role directly supports student inquiries regarding post-secondary immigration related inquiries.

The role requires careful attention to detail, strong judgment to maintain the College’s federal government designation as a Designated Learning Institution (DLI) and the ability to work with internal partners to resolve discrepancies and support timely service to students.

The successful candidate will:

• Manage and maintain accurate student records, with a focus on international student documentation and study authorization requirements.

• Review, verify, and process immigration-related documentation, including study permits, work permits, visas, approval letters, and other supporting documentation.

• Ensure student records are complete, accurate, and up to date across relevant systems, including required documentation, notes, holds, and communications.

• Support institutional compliance with Immigration, Refugees and Citizenship Canada (IRCC) requirements, including study permit verification, compliance reporting, and related recordkeeping.

• Act as a subject matter resource for IRCC requirements, providing guidance and recommendations to staff and internal stakeholders on processes, documentation, and compliance.

• Liaise with IRCC and internal departments to address questions, resolve discrepancies, and support consistent application of requirements and procedures.

• Prepare and support internal and external reporting related to international students, study permits, work authorization, registration, graduation, and other student record requirements.

• Identify and resolve data discrepancies by reviewing documentation, system records, audit information, and reports.

• Communicate with students to obtain missing information, clarify documentation requirements, and provide follow-up guidance.

• Review and recommend improvements to student records processes, procedures, and standards to support data accuracy, compliance, and service delivery.

• Collaborate with teams across the College, including Student Services, Business Intelligence and Analytics, Work Integrated Learning, Marketing and Recruitment, and the Registrar’s Office.

• Provide guidance and expertise on document retention, student record management, and international student data requirements.

• Monitor changes to legislation, IRCC requirements, programs, courses, policies, and procedures and share relevant updates with stakeholders.

• Escalate complex or unusual cases appropriately and maintain clear documentation to support consistency and accountability.

Qualifications

Minimum Qualifications

• Bachelor’s degree 

• Valid status as a Registered Canadian Immigration Consultant 

• Solid understanding of IRCC policies as it relates to international learner enrolment in a post-secondary environment

• 2 years of experience in record maintenance and management 

• Substantial understanding of records management and retention strategies

• An equivalent combination of directly related education and experience may be considered

Preferred Qualifications

• Superior customer service skills

• Strong ability to work in a collaborative environment

• Advanced knowledge and understanding of student information system

• Advanced computer skills including Microsoft office and databases

• Effective problem solving and trouble shooting skills

• Time management-strong ability to prioritize tasks to ensure strict adherence to reporting timelines

• Flexible – able to manage multiple requests for data, documents, and reports in an accurate and timely manner.

• Detailed oriented ability to trouble shoot and diagnosed issues and problems and resolve them in a timely manner

Compensation: $66,120.00 - 84,264.00

Closing Date: September 4, 2026

This opening is a continuous AUPE position. Please note all successful candidates will be required to provide copies of government issued identification and proof of educational qualifications upon hire and may be required to provide an enhanced police information check.

If your education was received internationally, we will require you to provide an international education assessment through IQAS, WES, or one of the other nationally designated organizations upon hire.

Union :

AUPE

Diversity and Inclusion Commitment
Bow Valley College is strongly committed to fostering diversity and inclusion within our community. We welcome applications from qualified candidates who would contribute to the further diversification of our employees including, but not limited to, visible minorities, Indigenous peoples, persons with disabilities and persons of any sexual orientation or gender identity.