Officer, Student Records (Internal Term Position- Maternity Leave Replacement)

(KES INTERNAL JOB POSITNG ONLY)

THE OPPORTUNITY 

The Student Records Officer is a key member of the Admissions team and is responsible for the administration of the KES student lifecycle including welcome, enrolment, visa support & guidance, student records and transcripts, graduation and beyond.  
PRIMARY RESPONSIBILITIES
  • Maintaining Student database and student files requesting past school info for all new students.
  • Process student applications. Prepare and send out acceptance documents and enrolment confirmations for international/domestic boarders/day students. Ensure that new parents/students have login info for MyKES.  (course selection/summer mailout/etc.).
  • Prepare documents as requested by parents/agent/students for confirmation of enrolment, etc.
  • Ensure students have the proper study permits/students visas upon arrival at KES and maintain a record of expiry dates.
  • Mail admissions welcome packages to new students.
  • Assist students applying for study permit extensions and visas for school trips to the US and abroad.
  • Assist teachers organizing school trips in making sure that students have necessary visas, photocopies of passports/ preparing letters, etc.
  • Assist Immigration consultant in applying for more unique study permit cases.
  • Work with the Finance Department send out re-enrollment contracts in the Spring.
  • Work with the Academic Coordinator to send out class enrollment registration.
  • Assemble exams, sorting and organizing them for distribution each day.  Send out exams for students not writing at the school.
  • Assemble previous school records for all Grade 12 students’ verifying with the Academic coordinator that graduates will have met all necessary requirements to graduate and enter previous school credits for students who have not studied here for Grades 10 or 11.
  • Prepare documents to be “Apostilled” for alumni or current students who need it.
  • Prepare transcripts as requested by students, alumni, and university guidance counselors. Ensure that transcripts in English/Spanish for Mexican students and have them legalized.
  • Maintain records of Financial Aid awards.  Prepare and send offers to parents and record acceptances.
  • Prepare lists as requested by Faculty/Staff.
  • Assist in preparation for closing/graduation.
  • Other Duties as required.
QUALIFICATIONS AND REQUIREMENTS
  • Excellent data entry skills and proven aptitude for attention to detail and a high degree of accuracy.
  • Excellent administrative skills, including the ability to organize, problem solve, and plan ahead.
  • High level of integrity, confidentiality, and accountability.
  • Excellent human relations / interpersonal, and communication (oral and written) skills.
  • Strong work ethic and positive team attitude.
  • Excellent teamwork and team building skills.
  • Excellent IT skills and experience with using Blackbaud and Microsoft Office Suite.
POSITION DETAILS
  • Position Type: 12-month contract (maternity leave replacement)
  • Salary: $45,000-$50,000
  • Start date: June 2025  
 
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King’s-Edgehill School is located in Mi'kma'ki, the unceded ancestral territory of the Mi’kmaq People.