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Alexander Academy is an independent co-educational high school located in downtown Vancouver. We offer the British Columbia (BC) high school graduation program in a culturally rich and academically challenging environment for students in grades 10–12. Alexander Academy is committed to international mindedness and fostering a sense of global citizenship while creating a safe and rich learning environment for all students.

POSITION OVERVIEW:

The Student Records and Admissions Officer is responsible for admissions administration, student registration and records, Ministry reporting, and the administration of the school’s student information system. The position ensures that student information is accurate, complete, secure, and maintained in accordance with school procedures and British Columbia Ministry of Education and Child Care requirements.

The position also supports student attendance, course registration, educational agent relations, school communications, and the tracking of university applications and admission outcomes.

REPORTING RELATIONSHIP: Head of School

EMPLOYMENT TYPE: Full-time, Permanent

SALARY: $55,000 – $60,000 per year

WORK WEEK: The Student Records and Admissions Officer is expected to work regular business hours, Monday to Friday, from 9:00 am to 5:00 pm (including an unpaid 30-minute lunch break) for a total of 37.5 hours per week. Occasional overtime and weekend work may be required as needed.

LOCATION: Alexander Academy, Vancouver

EDUCATION & EXPERIENCE REQUIREMENTS:

• Bachelor’s Degree in either Business Administration, Arts, Education, or another relevant field.
• A minimum of two years of professional experience in student records, admissions administration, records management, or a related area.

QUALIFICATIONS:

• Professional fluency in spoken and written English.
• Fluency in an additional language is an asset.
• Excellent knowledge and proficiency in student information systems (SIS) such as MyEducation BC, databases, email communication platforms, and standard office software such as Microsoft Office (Excel, Word, MS Outlook, MS PowerPoint).
• Strong organizational, administrative, and records-management skills.
• Excellent attention to detail and a high degree of accuracy.
• Ability to manage multiple responsibilities and meet firm reporting deadlines.
• Excellent interpersonal, teamwork, and verbal and written communication skills.
• Ability to communicate professionally when working with others.
• Demonstrate initiative and the ability to complete assigned tasks independently while providing accurate and professional assistance to students and staff.
• Sound judgment when handling confidential or sensitive information.
• Ability to learn and apply Ministry reporting requirements, school procedures, and records-retention practices.
• Obtain and maintain a satisfactory Vulnerable Sector Criminal Record Check in accordance with applicable requirements and school procedures.

GENERAL RESPONSIBILITIES:

• Maintain the confidentiality and security of student, family, staff, and school information.
• Ensure that records and reports are accurate, complete, and submitted by established deadlines.
• Communicate professionally with students, families, staff, educational agents, government representatives, online course providers, and external organizations.
• Support the administrative team during peak registration, reporting, orientation, and graduation periods.
• Perform other related duties as assigned by the Head of School or administrative team.

SPECIFIC DUTIES AND RESPONSIBILITIES:

Admissions Administration and Communications

• Manage the intake, review, organization, and processing of admissions documentation received from the Admissions team.
• Liaise with the Admissions team regarding newly enrolled students and transfer documents from the admissions database.
• Answer, screen, and direct telephone calls and respond to general inquiries when required.

Records and Information Systems

• Serve as the school’s MyEducation BC administrator, maintain accurate and current student information, enter new-student data, manage user and system-related issues assigned to the position, and liaise with the MyEducation BC Help Desk when technical support is required.
• Request Personal Education Numbers for eligible new students.
• Ensure that physical and electronic student records, and any staff records assigned to the position, are properly created, organized, secured, maintained, retained, and archived in accordance with school procedures and applicable Ministry requirements.
• Maintain accurate and current student information in MyEducation BC, including Medical Services Plan information, student and family contact information, custodian information, medical alerts, and other required data.
• Request and collect student records from previous schools.

Ministry and TRAX/GRAD Reporting

• Administer and maintain all student information required for Transcript and Examination reporting.
• Maintain, review, and submit accurate TRAX information throughout the school year, including student demographics, course enrolments and completions, transfer credits, online courses, and Board/Authority Authorized and Locally Developed courses.
• Enter course and completion data for students enrolled in online courses.
• Enter and verify transfer credits for students transferring from schools outside British Columbia.
• Prepare and submit required student achievement and transcript information to the Ministry of Education and Child Care throughout the school year.
• Prepare official transcripts for graduating students.
• Prepare and submit the October and February 1701 Data Collections, review and resolve associated Echo and Error Reports, and ensure that all reported information is complete, accurate, and submitted by Ministry deadlines.
• Process student registrations, withdrawals, transfers, and expulsions at the administrative level.

Student Services and Attendance

• Assist students with registration and enrolment in online courses.
• Liaise with online course teachers and providers regarding examinations, assessments, and course completion requirements.
• Assist students with course selection and provide information regarding course requirements and academic pathways.
• Monitor daily student attendance through MyEducation BC, excuse absences in accordance with parent or guardian authorization, and contact students, parents, guardians, or other relevant individuals by telephone or email when follow-up is required.
• Respond to student inquiries, including requests relating to report cards, transcripts, first aid, insurance, and other relevant school information.
• File and maintain student-specific documents, including insurance records, report cards, interim reports, and related documentation.
• Respond to inquiries received through school platforms and redirect prospective student leads to the Admissions and Marketing departments.
• Track international students’ study permit status, expiry dates, renewals, and supporting documentation.
• Maintain records of students’ university applications, admission decisions, offers, and confirmed acceptances, and prepare summary reports for school planning and reporting purposes.
• Assist with graduation planning and logistics, including diplomas, awards, gowns, ticket sales, seating plans, and event preparation.

New Student Onboarding

• Sending orientation package emails.
• Providing administrative support during new and returning student orientations.
• Assisting with Medical Services Plan registration.
• Collecting required documentation from new students.
• Creating physical and electronic student files and labels.
• Entering new student information into MyEducation BC.
• Coordinating uniform purchases and issuing uniform codes.

HOW TO APPLY:

Please apply by sending a PDF copy of your cover letter and detailed resume to resume@alexanderacademy.ca. Applications will be accepted in confidence and work references will only be contacted after confirming with the applicant. We thank all interested parties. We regret that only those candidates selected for an interview will be contacted.

There are no teaching vacancies at Alexander Academy at this time. Should you wish to be added to our TOC list, please send a copy of your resume to resume@alexanderacademy.ca