Toronto Employment Platform

Academic Record Specialist ( 1 Year FT – Fixed Contract)

Toronto, ONFull-time, Contract

***3 Month Assignment with potential extension***


To ensure the accurate and timely entry, processing and distribution of mail, academic documents and information into WES systems to facilitate the seamless flow of WES evaluations

Key Result Areas:

  • Process and match all incoming application-related postal and courier mail on the day it is received
  • Accurate entry of courier mail into tracking system on the day received, including applicant reference number where available
  • Process faxes, emails, and challenges on the day received
  • Accurate entry of unmatched documents into AICES
  • Purge scanned non-original documents on completion of document review as directed
  • Originals documents are handled as per WES policies and procedures and returned to applicant after review
  • Office mail distributed as per WES policies and procedures
  • Relationships:


  • Customer Services staff
  • Accounting staff
  • External staff
  • US Office staff
  • Marketing staff
  • Regional Offices External:
  • Applicants
  • Primary Duties and Responsibilities (may overlap with Key Results Areas – responsibilities vary by individual):

  • Open incoming mail, including academic records and correspondence from institutions, applicants, other 3rd parties and follow mailroom protocols for stamping, logging mail and, preparing documents for scanning, etc.
  • Follow courier mail tracking protocols by correctly entering courier tracking information into appropriate system
  • Search for appropriate applicant in AICES and match documents to existing WES applicant account,
  • Print coversheets
  • Enter documents for applicants not currently in the system (Unmatched documents) according to WES policies
  • Retrieve physical documents when requested
  • Follow all return original document review and return protocols
  • Purging of scanned documents as directed
  • Scan all documents accurately and in a timely manner
  • Secondary Duties and Responsibilities (may overlap with Key Results Areas):

  • Assist with all tasks in the Academic Records Department as required.
  • Expected Performance Outcomes:

  • Zero missing documents (all files coming into department, go out of department)
  • Incoming mail and academic documents are entered, matched and processed in an accurate manner on the day received
  • Files/Documents handed to scanners prepared and ready to be scanned, (no staples, paperclips, etc.)
  • All mail identification protocols are followed (stamping, rush services, etc.)
  • Required Competencies and Characteristics:


  • Excellent computer skills including Microsoft Office and experience working with databases
  • Experience in an office setting, particularly handling large numbers of records/documents
  • Good oral and written communication skills
  • Characteristics:

  • Positive team player
  • Able to maintain a positive attitude and produce accurate work
  • Ability to multi-task
  • Organized and detail-oriented
  • Creative and effective problem solver
  • Approachable, accountable and able to accept constructive criticism
  • Understands and upholds security protocols
  • Able to logically think through an issue, troubleshoot problems, etc.

  • AODA Statement:
    WES Canada is committed to providing accommodation for persons with disabilities. If you require accommodation, we will work with you to meet your needs.

    Only candidates can apply for this job.

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