Student Records and Enrolment Associate

Student Records and Enrolment Associate

 

School Overview

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.

 

Position Purpose & Overview

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.

 

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).

 

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.

 

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.

 

Key Responsibilities
Typical responsibilities and duties of the Student Records and Database Management portion are inclusive of, but not limited to:

Student Information System (SIS) Management:

• 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.

Student Records Administration and Compliance:

• 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.
  Maintain appropriate privacy and confidentiality practices related to student records and sensitive information.

Ministry Reporting and Regulatory Requirements:

• Prepare and support Ministry data submissions and reports (1701, TRAX, PEN, Eligible Student (ES) Audit), ensuring accuracy, completeness, and readiness for review and audit.

Academic Records, Scheduling and Timetabling:

• 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.

Student Data Reporting and Analysis

• Generate, compile, and maintain recurring student and enrolment-related reports to support operational needs, Ministry requirements, and internal reporting processes.
• 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.
• Compile student data required for annual surveys from independent school accreditation bodies, departmental surveys, and admissions-related feedback and satisfaction surveys.

Collaboration and Process Improvement:

• 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

 

Typical responsibilities and duties of the Admissions and Enrollment portion are inclusive of, but not limited to:

Application and Data Management:

• Assist in processing applications and supporting documentation through the Blackbaud Enrollment Management system, ensuring files are complete and accurate according to SJS requirements.
• Maintain up-to-date applicant data across admissions systems and internal tracking tools, including cleanup and updates to data entry.
• Support the collection and organization of admission and enrolment-related operational data to assist with annual review, planning, and enrolment processes.

Family Communication and Engagement:

• In cooperation with the Admissions Manager, respond to admissions inquiries via email and phone in a timely, professional, and welcoming manner.
• Support positive and responsive communication with prospective families.
• During peak admissions periods, assist with visitor reception, admissions events, and other front-facing responsibilities to help ensure a professional and welcoming experience.

Events and Admissions Process Support:

• Assist with the administrative coordination and logistical preparation of admissions events (e.g., group tours, assessment days), contributing to a positive and organized experience.
• Greet families during peak admissions periods, ensuring a warm, informative, and professional experience. May occasionally help lead school tours.

 

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. 

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.

 

Required Qualifications & Key Competencies
Education & Experience

• Post-secondary education in a relevant field or an equivalent combination of education and experience.
• Minimum of two (2) years experience in student records, database administration, or a similar role, preferably within a K-12 or registrar environment.

Key Skills & Competencies

• Highly organized, with strong administrative and data management skills and a high level of attention to detail.
• An interest in supporting planning and operational review through accurate information gathering and reporting.
• Professional, responsive, and service-oriented, with strong interpersonal skills and the ability to communicate confidently and warmly with families and colleagues.

 

 

Success Measures

• Student records are accurate, complete, and consistently maintained, with strong attention to detail and confidentiality.
• Ministry of Education reporting and submissions are prepared accurately and on time, with minimal errors.
• The Student Information System (SIS) is well-maintained, supporting reliable data and effective use across the school.
• Internal stakeholders are well supported through clear, timely communication and collaboration.
• Operational, enrolment, and student data are well organized and readily available to support planning and annual review processes.
• Admissions and enrolment communications are well coordinated, contributing to a responsive, organized, and professional experience for families.

 

 

Conditions of Employment

• 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.
• Clearance on criminal record checks for vulnerable sector is a condition of employment
• The ability to legally work in Canada, in an educational setting is a condition of employment.

 

Job Information

• Full-time permanent role
• Employment start date: early August 2026
• Work Location: on-site
• Comprehensive benefits package including extended health and dental care, vision care, critical health insurance, an employee assistance program, and more.
• Supportive time off policy.
• Salary range: $65,000 to $75,000, based on experience

 

 

Reporting Structure

• Reports To: Director of Enrolment Management
• Direct Reports: N/A
• Department: Enrolment
• Key Interactions:
  • External: Current and prospective parents, students, and alumni.
  • Internal: All faculty and staff at the School, including the Admissions Manager

 

Application Instructions

All interested candidates should include the following items in their application:

• Resume & Cover Letter
• Copies of any relevant certificates and diplomas
• Three Professional References

All interested candidates should submit their complete application to the following link:

Student Records and Enrolment Associate

The posting will be active until filled. If you are having any problems submitting your application, please email

 

 

Our Commitment to Equity, Diversity, and Inclusion

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.

 

Our commitment to equity and inclusion aligns with the values of the International Baccalaureate, including respect, intercultural understanding, and global citizenship.

 

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.