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Student Records and Information Management Coordinator

Position Type Staff / Personnel de soutien
Start 06/07/2021
School Name Miss Edgar's and Miss Cramp's School
City, State Montreal, Qc 
Posted 03/31/2021

Student Records and Information Management Coordinator

Miss Edgar’s and Miss Cramp’s School

Are you looking for a unique opportunity to be part of a progressive team that is redefining the status quo in education to meet the rapid and disruptive change that schools face today?

Our Why:

When ECS opened its doors in 1909, our school was determined to do things differently and redefine girls’ education by provoking imperative social change. Today, we follow in our founders’ trailblazing footsteps as we embrace this ever-changing world and champion innovation in educational landscapes. We go beyond traditional subject excellence to address the need for a relevant 21st century education designed particularly for K-11 girls’ voice and choice.At ECS, you will hear her say: I am the entrepreneur of my own future!

Why You?

Our heritage was shaped by two avant-garde women, Miss Edgar and Miss Cramp; their entrepreneurial spirit continues to shape our legacy, and our team just might be incomplete with you.

We are looking for qualified candidates to fill the following position:

Student Records and Information Management Coordinator

Start date: June, 2021


The Student Records and Information Management Coordinator is responsible for the integrity, organization, retrieval, and preservation of both active and inactive records. S/he will recommend and implement school-wide policies and procedures to ensure the consistency and standardization of records/archives management, in order to meet the administrative, legal, and historical requirements of the school.


  • Implement, integrate and maintain Student Information systems (Dash, Blackbaud K12, learning management systems, emergency alert system)
  • Develop and prepare user materials for the purpose of providing instruction and reference for faculty, staff, administrators and parents
  • Train users (staff, faculty, administrators) for the purpose of ensuring their ability to use new and/or existing databases and related software (Dash, Blackbaud K12)
  • Respond to inquiries from a variety of sources (e.g. staff, faculty, administration, parents) to provide technical assistance, advise and support (Dash, Blackbaud K12, Pick-a-Time, etc.)
  • Ensure data integration between Student Information Systems and Learning Management Systems
  • Administer and maintain user access, and group security to student information systems (Dash, Blackbaud K12) with the purpose of maintaining confidentiality of information
  • Work with third party vendors providing software service to export student information for use in applications (Pick-a-Time, BlackBoard Connect, Math Help Services, Blue Cross, etc.)
  • Explore and implement single-sign on options for third party services
  • Ensure exam registration rules are respected
  • Ensure accuracy of student marks for transmissions to Ministry of Education MEES, SRAM and CAS
  • Retrieve relevés des apprentissages for Grade 10 and 11 students for MEES
  • Process and transmit (electronically or by mail) transcripts to other educational institutions (Universities, prep schools) for current students, alumnae, and past students
  • Review and update student record policy to reflect current processes and ensure compliance with most recent government directives
  • Input and/or update current student records, both physical records and data bases (internal and Québec Ministry), to ensure student records are accurate and align with school and government expectations
  • Monitor updates to on-line profiles, entered by users or staff, for parents, students, staff and faculty, for accuracy of information and to update other systems (Dash, accounts receivable)
  • Maintain archived student records
  • Troubleshoot system malfunction of database and resolve operational issues
  • Develop and maintain students schedules and class rosters as well as organize course electives
  • Create and produce data exports and/or reports for decision purposes, demographic analysis, student documents, etc.


  • Undergraduate degree preferred or DEC in Technology
  • 3 – 5 years experience as a Registrar or similar work experience
  • Strong technical skills


  • Highly organized
  • Excellent communication skills in English and French (written and spoken)
  • Ability to see patterns & relationships in data
  • Strong interpersonal skills
  • Ability to prioritize
  • Ability to keep up to date with new and changing systems

To apply, please submit your letter of application and resumé by e-mail to hr@ecs.qc.ca before April 30, 2021..

We thank all applicants, however, only those candidates selected for an interview will be contacted.

ECS is committed to fostering an inclusive, diverse and respectful environment. We welcome qualified applicants who share our commitment.

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