Registrar (Student Information & Records)

About Our School
Kenneth Gordon Maplewood School (KGMS) is an independent school in North Vancouver, BC, dedicated to supporting neurodiverse students with learning differences. Our mission is to provide a structured, supportive, and compassionate learning environment where students build confidence, resilience, and the skills they need to thrive. 

KGMS serves students in Grades K–12 and is known for its collaborative, interdisciplinary approach. Our Specialty Services team works alongside educators, families, and community professionals to ensure students receive coordinated support. 

Position Overview
The Registrar is the key person responsible for the management, accuracy, and integrity of all student records at KGMS. This role is centred on the effective use of the student information system (MySchool), the primary platform for student data, Ministry compliance, and records management.

A critical priority for this role is transition management, as the school continues to move from paper-based systems to fully electronic student records. The Registrar will lead and maintain this transition, ensuring that all records are accurate, accessible, and compliant with Ministry of Education requirements.

This position is a specialized role focused primarily on student records management and Ministry compliance, including MySchool data integrity and records lifecycle processes such as requests and transfers. In addition, the role supports bus ridership attendance tracking, liaises with the transportation provider, and coordinates transportation bookings for experiential education activities. There is no responsibility for other database management; however, the role requires flexibility and an understanding of the interconnectedness of systems and the need to integrate information where appropriate

Key Responsibilities

MySchool (Student Information System)

• Serve as the primary administrator of MySchool, ensuring all student data is accurate, current, and compliant
• Maintain and update all student records within MySchool, including enrollment, demographics, attendance, and academic data
• Run reports to support Ministry reporting, audits, and internal decision-making
• Ensure data integrity through regular audits, validation, and quality control processes
• Support staff in the use of MySchool and establish consistent data entry practices

Student Records & Ministry Compliance

• Maintain complete and accurate Permanent Student Records in alignment with Ministry requirements
• Ensure all documentation (academic, medical, legal alerts) is current, complete, and properly stored
• Coordinate Ministry reporting requirements (e.g., 1701 submissions, audits, and compliance reviews)
• Ensure readiness for Ministry inspections and ongoing compliance

Transition to Electronic Records 

• Lead the transition from paper-based records to electronic storage systems
• Digitize, organize, and validate historical student records for accuracy and completeness
• Maintain protocols for electronic records management and retention
• Ensure all records are securely stored, easily retrievable, and audit-ready
• Collaborate with leadership to continuously improve systems and processes for records management

Records Requests, Transfers, and Lifecycle Management

• Manage all incoming and outgoing student records requests in a timely and compliant manner
• Coordinate the transfer of records between institutions, ensuring completeness and accuracy
• Archive and maintain records for withdrawn students and graduates in accordance with regulatory requirements
• Serve as the primary contact for records-related inquiries from families, schools, and external agencies

Scheduling & Academic Coordination

• Work closely with the Senior Leadership Team to support student scheduling and timetabling
• Assist with course setup, enrollment, and adjustments within MySchool
• Support year-end processes, including reporting and student transitions

Collaboration & Communication

• Work collaboratively with the Senior Leadership Team, faculty, and administrative staff
• Communicate with professionalism, discretion, and clarity when handling sensitive information

Additional Responsibilities

• Support front office operations as needed
• Participate in school events and contribute to a dynamic school environment
• Perform other administrative duties as assigned, including emergency preparedness and daily attendance monitoring. 

Skills and Competencies

• Strong proficiency with Student Information Systems (MySchool preferred)
• Proficiency in Google Workplace
• Proficiency in Excel
• Experience or comfort with digital records management and system transitions
• Exceptional attention to detail and accuracy
• Strong organizational and time management skills
• Knowledge of or ability to learn Ministry of Education compliance requirements
• Ability to manage multiple priorities in a dynamic environment
• High level of discretion and professionalism

Position Profile
This role is ideal for an individual who is detail-oriented, systems-focused, and comfortable leading change. The Registrar plays a critical role in ensuring the accuracy, compliance, and accessibility of student records, while supporting the school’s transition to modern, electronic records management. This role supports the school’s operational needs. This is a 12-month position with vacation entitlement. 

Salary $39.00 per hour / 24 hours per week – Flexible Schedule
Reports to: Principals (High School / Junior /Middle School)
Please email your resume to Human Resources at document.getElementById(“eeb-442070-696140”).innerHTML = eval(decodeURIComponent(“%27%68%72%40%6b%67%6d%73%2e%63%61%27”))*protected email* 

We are committed to building a diverse and inclusive workforce by ensuring a barrier-free work environment. We welcome applications from all qualified job seekers, from BIPOC (black, Indigenous, and people of colour), persons with disabilities, 2and SLGBTQ (persons of all sexual orientations and genders). If you are an applicant with a disability, we will work with you to make reasonable workplace accommodations you may need for your best work performance.