Student Records Representative

Position Overview

The Student Records Representative provides frontline and technical support by maintaining, processing, and protecting student academic records within the Office of the Registrar at Bahamas Technical and Vocational Institute (BTVI).The representative ensures that student information is accurate, secure, and processed in a timely manner, while delivering professional, student-centered service to students, faculty, staff, and external stakeholders across all BTVI locations.

Key Responsibilities

Student Records Processing

• Maintain accurate student records in BTVI’s student information system (SIS), Empower, in accordance with institutional protocols, processes and policies.
• Process changes to student biographical and academic information (e.g., name changes, programme/major changes, address/contact updates) upon receipt of appropriate documentation and approvals.

Registration Support

• Provide support during registration, add/drop and the late registration period.
• Assist with responding to emails and ensure prompt and precise responses are delivered

Withdrawals, Transcripts, Letters & Verifications

• Receive, review, and process requests for official transcripts and enrolment verification letters submitted through the Parchment digital credentialing platform in line with BTVI’s procedures and standards.
• Receive, review, and process requests for withdrawals submitted through the BTVI web portal in line with BTVI’s procedures and standards.

Graduation, Completion & Credentialing Support

• Assist with the review of student degree audits for completion of programme requirements under the guidance of the Registrar or Designate.
• Assist with the preparation of graduation and completion lists under the guidance of the Registrar or Designate.
• Provide support for graduation-related activities, including distribution of credentials, and responding to student enquiries on completion status.

Customer Service and Front Office Support

• Serve as a first point of contact (in-person, telephone and email) for queries directed to the Office of the Registrar.
• Provide clear, courteous, and accurate information to students, faculty, staff, and the public on matters related to transfer of credit, registration, transcripts, enrolment verification, graduation applications, referring complex cases to the Student Records Manager, Registrar or Designate.
• Represent the Office of the Registrar in a professional manner at all times, consistent with BTVI’s service standards.

Compliance, Confidentiality and Data Integrity

• Handle all student information in accordance with BTVI policies and procedures, as well as applicable data protection and confidentiality requirements.
• Assist with the secure organisation, storage, scanning, and archiving of student records (both electronic and physical) to safeguard the integrity and confidentiality of BTVI student records.
• Follow established standard operating procedures (SOPs) and contribute to their continuous improvement.

General Office and Administrative Support

• Assist with general clerical and administrative duties, including filing, photocopying, scanning and preparation of standard letters and forms used by the Office of the Registrar.
• Participate in cross-training within the office so as to be able provide coverage during peak periods, staff absences, or special projects as required.

Skills/Abilities

• Strong attention to detail and a high level of accuracy in data entry and document handling.
• Excellent customer service and communication skills.
• Ability to interpret and apply BTVI academic policies, procedures, and regulations after training.
• Proficiency in Microsoft Office Suite.
• Demonstrated ability to maintain confidentiality and exercise discretion when handling sensitive information.
• Good organizational and time management skills, with the ability to manage multiple tasks and meet deadlines.
• Ability to work calmly and effectively in a fast-paced, service-oriented environment, both independently and as part of a team.

Education/Qualifications

• An Associate Degree in Office Administration, Business Administration, Information Systems Management, or a related field is preferred.
• Minimum of 2 years’ experience in an office, customer service, or administrative environment, preferably within an educational institution.
• Experience working with databases or student information systems (SIS) is an asset.