Student Records and Enrolment Associate

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    "departmentLabel": "Admissions",
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    "location": {
      "city": "Vancouver",
      "state": "British Columbia",
      "postalCode": "V6K 2J1",
      "addressCountry": "Canada"
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    "datePosted": "2026-05-29",
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    "description": "<p><span style=\"color: #7d1c30; font-family: Inter,sans-serif; font-size: 13.999999999999998pt; font-weight: bold\">Student Records and Enrolment Associate</span></p>\n<p><br></p>\n<p><br></p>\n<p><span style=\"color: #7d1c30; font-family: Inter,sans-serif; font-size: 12pt; font-weight: bold\">School Overview</span></p>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">St. John’s School (SJS) is a leading independent, all-gender IB World School in Vancouver, Canada, offering the Primary Years Programme (PYP), Middle Years Programme (MYP), and Diploma Programme (DP) across Kindergarten to Grade 12. SJS is committed to providing an enriching and rigorous education that nurtures learning competencies, student agency, wellbeing, and a lifelong love of learning.</span></p>\n<p><br></p>\n<p><br></p>\n<p><span style=\"color: #7d1c30; font-family: Inter,sans-serif; font-size: 12pt; font-weight: bold\">Position Purpose &amp; Overview</span></p>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">The Student Records and Enrolment Associate is a permanent full-time, on-site position that plays a central role in supporting both admissions operations and student records management, with responsibilities and oversight balanced between the two areas.</span></p>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Reporting to the Director of Enrolment Management and working closely with the Admissions Manager, the Associate supports the full student enrolment lifecycle—from initial inquiry through enrolment, records management, and student departure processes—and partners with School Principals and key members of the IT team to maintain the accuracy, integrity, and effective use of student data within the Student Information System (SIS).</span></p>\n<p><br></p>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">This role blends strong administrative coordination, data management, systems oversight, and reporting responsibilities in alignment with the Ministry of Education requirements. On the student records side, the Associate works in close collaboration with academic leadership and IT to ensure student records are well maintained, systems are effectively utilized, and reporting requirements are met. On the admissions side, the Associate works closely with the Admissions Manager to support a smooth, well-organized enrolment process, including responsive communication with prospective families and front-facing responsibilities during peak admissions periods.</span></p>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">The ideal candidate is exceptionally organized and detail-oriented, with strong interpersonal, communication, and technical skills. They are comfortable working with systems and data, able to manage multiple priorities effectively, and contribute positively within a collaborative, service-oriented school environment.</span></p>\n<p><br></p>\n<p><br></p>\n<p><span style=\"color: #7d1c30; font-family: Inter,sans-serif; font-size: 12pt; font-weight: bold\">Key Responsibilities</span></p>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 10pt; font-style: italic\">Typical responsibilities and duties of the Student Records and Database Management portion are inclusive of, but not limited to:</span></p>\n<p><br></p>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 10pt; font-style: italic\">Student Information System (SIS) Management:</span></p>\n<ul>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Maintain the accuracy, integrity, and effective use of the SIS, including student, parent, and guardian data; attendance, medical, and emergency contact data; system configuration; and system-based reporting.</span></li>\n</ul>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Student Records Administration and Compliance:</span></p>\n<ul>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Coordinate the administration and maintenance of student records, including registrations, withdrawals, transcripts, Permanent Student Records (PSRs), and other essential student information, ensuring alignment with Ministry of Education requirements and school policies.</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Maintain appropriate privacy and confidentiality practices related to student records and sensitive information.</span></li>\n</ul>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Ministry Reporting and Regulatory Requirements:</span></p>\n<ul>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Prepare and support Ministry data submissions and reports (1701, TRAX, PEN, Eligible Student (ES) Audit), ensuring accuracy, completeness, and readiness for review and audit.</span></li>\n</ul>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Academic Records, Scheduling and Timetabling</span></p>\n<ul>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Support academic and co-curricular course setup, scheduling, timetabling, and grading processes within the LMS, including group creation and roster management to ensure transcript accuracy and alignment with Ministry requirements and post-secondary expectations.</span></li>\n</ul>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Student Data Reporting and Analysis</span></p>\n<ul>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Generate, compile, and maintain recurring student and enrolment-related reports to support operational needs, Ministry requirements, and internal reporting processes.</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Assist with the collection, organization, and preparation of operational and student participation data (e.g., enrolment trends, attrition, admissions activity, co-curricular participation, and other school-based metrics) to support enrolment planning, annual review, and strategic discussions.</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Compile student data required for annual surveys from independent school accreditation bodies, departmental surveys, and admissions-related feedback and satisfaction surveys.</span></li>\n</ul>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Collaboration and Process Improvement</span></p>\n<ul>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Work closely with the Director of Enrolment Management, Admissions Manager, IT, school leadership, and staff to support the effective use of student data systems, respond to records-related requests, and improve processes over time</span></li>\n</ul>\n<p><br></p>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 10pt; font-style: italic\">Typical responsibilities and duties of the Admissions and Enrollment portion are inclusive of, but not limited to:</span></p>\n<p><br></p>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 10pt; font-style: italic\">Application and Data Management</span></p>\n<ul>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Assist in processing applications and supporting documentation through the Blackbaud Enrollment Management system, ensuring files are complete and accurate according to SJS requirements.</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Maintain up-to-date applicant data across admissions systems and internal tracking tools, including cleanup and updates to data entry.</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Support the collection and organization of admission and enrolment-related operational data to assist with annual review, planning, and enrolment processes.</span></li>\n</ul>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Family Communication and Engagement:</span></p>\n<ul>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">In cooperation with the Admissions Manager, respond to admissions inquiries via email and phone in a timely, professional, and welcoming manner.</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Support positive and responsive communication with prospective families.</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">During peak admissions periods, assist with visitor reception, admissions events, and other front-facing responsibilities to help ensure a professional and welcoming experience.</span></li>\n</ul>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Events and Admissions Process Support:</span></p>\n<ul>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Assist with the administrative coordination and logistical preparation of admissions events (e.g., group tours, assessment days), contributing to a positive and organized experience.</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Greet families during peak admissions periods, ensuring a warm, informative, and professional experience. May occasionally help lead school tours.</span></li>\n</ul>\n<p><br></p>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 10pt; font-style: italic\">This job profile outlines the key responsibilities for the roles and is not meant to be exhaustive. This will include performing the administrative and related tasks or any other responsibilities required to reasonably meet the needs of SJS, including, but not limited to the general duties outlined in the position profile. </span></p>\n<p><br></p>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 10pt; font-style: italic\">It should be understood that the activities, responsibilities and obligations of this position may be modified from time to time, through discussion between the direct supervisor and the employee, in order to effectively meet the requirements of the school. On rare occasions where there are urgent needs at the school, an employee may be assigned to temporarily backfill role(s) critical to the school’s operations and business continuity.</span></p>\n<p><br></p>\n<p><br></p>\n<p><span style=\"color: #7d1c30; font-family: Inter,sans-serif; font-size: 12pt; font-weight: bold\">Required Qualifications &amp; Key Competencies</span></p>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 10pt; font-style: italic\">Education &amp; Experience</span></p>\n<ul>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Post-secondary education in a relevant field or an equivalent combination of education and experience.</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Minimum of two (2) years experience in student records, database administration, or a similar role, preferably within a K-12 or registrar environment.</span></li>\n</ul>\n<p><br></p>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 10pt; font-style: italic\">Key Skills &amp; Competencies</span></p>\n<ul>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Highly organized, with strong administrative and data management skills and a high level of attention to detail.</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">An interest in supporting planning and operational review through accurate information gathering and reporting.</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Professional, responsive, and service-oriented, with strong interpersonal skills and the ability to communicate confidently and warmly with families and colleagues.</span></li>\n</ul>\n<p><br></p>\n<p><br></p>\n<p><span style=\"color: #7d1c30; font-family: Inter,sans-serif; font-size: 12pt; font-weight: bold\">Success Measures</span></p>\n<ul>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Student records are accurate, complete, and consistently maintained, with strong attention to detail and confidentiality.</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Ministry of Education reporting and submissions are prepared accurately and on time, with minimal errors.</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">The Student Information System (SIS) is well-maintained, supporting reliable data and effective use across the school.</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Internal stakeholders are well supported through clear, timely communication and collaboration.</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Operational, enrolment, and student data are well organized and readily available to support planning and annual review processes.</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Admissions and enrolment communications are well coordinated, contributing to a responsive, organized, and professional experience for families.</span></li>\n</ul>\n<p><br></p>\n<p><br></p>\n<p><span style=\"color: #7d1c30; font-family: Inter,sans-serif; font-size: 12pt; font-weight: bold\">Conditions of Employment</span></p>\n<ul>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">The successful candidate will be required to complete child abuse prevention training, concussion training, Level 1 first-aid training provided by St. John’s School and provide consent for a criminal background check for the vulnerable sector.</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Clearance on criminal record checks for vulnerable sector is a condition of employment</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">The ability to legally work in Canada, in an educational setting is a condition of employment.</span></li>\n</ul>\n<p><br></p>\n<p><br></p>\n<p><span style=\"color: #7d1c30; font-family: Inter,sans-serif; font-size: 12pt; font-weight: bold\">Job Information</span></p>\n<ul>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Full-time permanent role</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Employment start date: early August 2026</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Work Location: on-site</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Comprehensive benefits package including extended health and dental care, vision care, critical health insurance, an employee assistance program, and more.</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Supportive time off policy. </span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Salary range: $65,000 to $75,000, based on experience</span></li>\n</ul>\n<p><br></p>\n<p><br></p>\n<p><span style=\"color: #7d1c30; font-family: Inter,sans-serif; font-size: 12pt; font-weight: bold\">Reporting Structure</span></p>\n<ul>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Reports To: Director of Enrolment Management</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Direct Reports: N/A</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Department: Enrolment</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Key Interactions:</span>\n<ul>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">External: Current and prospective parents, students, and alumni.</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Internal: All faculty and staff at the School, including the Admissions Manager</span></li>\n</ul>\n</li>\n</ul>\n<p><br></p>\n<p><br></p>\n<p><span style=\"color: #7d1c30; font-family: Inter,sans-serif; font-size: 12pt; font-weight: bold\">Application Instructions</span></p>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">All interested candidates should include the following items in their application:</span></p>\n<ul>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Resume &amp; Cover Letter</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Copies of any relevant certificates and diplomas</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Three Professional References</span></li>\n</ul>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">All interested candidates should submit their complete application to the following link:</span></p>\n<p><br></p>\n<p><a href=\"https://sjs.bamboohr.com/careers/91?source=aWQ9OA%3D%3D\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-family: Inter, sans-serif; font-size: 10pt; font-style: italic\">Student Records and Enrolment Associate</span></a></p>\n<p><br></p>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">The posting will be active until filled. If you are having any problems submitting your application, please email [email protected]</span></p>\n<p><br></p>\n<p><br></p>\n<p><span style=\"color: #7d1c30; font-family: Inter,sans-serif; font-size: 12pt; font-weight: bold\">Our Commitment to Equity, Diversity, and Inclusion</span></p>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">St. John’s School is committed to fostering a diverse, equitable, and inclusive learning and working environment where all individuals feel valued, respected, and supported. We believe that diversity of backgrounds, identities, lived experiences, and perspectives strengthens our school community and enriches learning for our students.</span></p>\n<p><br></p>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Our commitment to equity and inclusion aligns with the values of the International Baccalaureate, including respect, intercultural understanding, and global citizenship.</span></p>\n<p><br></p>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">St. John’s School is an equal opportunity employer and encourages applications from all qualified candidates. We are committed to providing an inclusive and accessible recruitment process, and reasonable accommodations are available upon request throughout all stages of hiring.</span></p>",
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