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Job title: Office of the Registrar – Associate Registrar and Director, Records and Scheduling
Company: University of Ontario Institute of Technology
Job description: Faculty or Department: Office of the Registrar
Number of Positions:1
Position Title: Associate Registrar and Director, Records and Scheduling
Appointment Type: Full-Time Continuing
Hours of work: 35 hours per week
Salary Range: $92,706 – $109,067
Posting Date: February 5, 2021
Closing Date: February 19, 2021
Job Summary: Reporting to the University Registrar, and serving as a key member of the office of the Registrar leadership team, the Associate Registrar and Director, Records and Scheduling is responsible for providing strategic leadership, operational direction and guidance to the university records function as well as registration, examinations, scheduling, convocation and general university academic policy. A senior management position with a high degree of responsibility and accountability both at the policy and operational level, the Associate Registrar and Director has primary responsibility and accountability for creating and maintaining accurate academic records, ensuring compliance with curricular requirements and academic policy, and ensuring exceptional customer service to students, staff, and faculty at Ontario Tech University.
Nature of work:
The incumbent is the Registrar’s designated lead for privacy and security of student information as well as the steward of the university’s student information system, and general academic policy regulations; the position also acts as the delegated decision making authority for the Registrar. They manage a team of skilled individuals who are responsible for many of the enrolment services functions at the university and act as the student systems expert at the university. The incumbent will have extensive experience with student information systems, database reporting tools and algorithmic scheduling software.
The position provides daily leadership and direction relating to student enrolment, academic scheduling, registration, fees, progression, graduation and ongoing student administrative support. The incumbent revises policy and procedures and provides strategic direction to the Registrar by demonstrating knowledge of emerging technologies, government policies and legal frameworks as they impact the office of the Registrar. The incumbent plays a critical role in developing and maintaining processes related to the university’s student information system and serves as the Registrar’s designate on various academic and administrative committees.
The Associate Registrar and Director, Records and Scheduling is a position of influence when working with the Faculties and must maintain a productive working relationship with Deans, Associate Deans, and administrative Directors.
Responsibilities/accountabilities:
Strategic Leadership
- Directs the integration of multiple complex business functions within the office of the Registrar which include support for the design of curricular programs and plans, the policies and procedures to guide students’ progress through the programs and plans, and the creation of course schedules that enable students to complete program and plan requirements in a prescribed length of time.
- Manages a large group of staff with varying responsibilities and job levels.
- Stewards the university’s contract with the student, the Undergraduate Calendar.
- Provides strategic advice, leads, facilitates and influences any activities having impact on the student record across all Faculties, and the School of Graduate and Post-Doctoral Studies and Continuous Learning.
- Acts as the office of the Registrar representative on Faculty committees during the development of new academic programs and plans the registrarial components from their inception through to their approval through university governance.
- Interprets complex academic records and the application of University and Faculty policies while representing an institutional perspective built on the knowledge of individual Faculties’ similarities and differences.
- Determines implementation strategies, processes and policies within the office of the Registrar that support an optimal experience for students while preserving pedagogical integrity of new and existing programs, plans, and academic requirements.
- Reviews, identifies, develops and negotiates revisions to policy with the Associate Deans and their operational committees. Leads efforts to achieve harmonized policy for the governance of students’ academic studies (progression, petitions, inter-faculty transfer, withdrawal etc.) across all Faculties.
Records Management
- Stewards the integration of the complete academic record of a student which includes academic, co-op/internship, and experiential learning requirements.
- Resolves escalated or unique student requests through the interpretation of existing policies and consultation with the appropriate university resources.
- Develops the strategy for data analytics and data modelling of current student enrolment to inform decision-making and planning related to student retention.
- Ensures compliance with federal (PIPEDA) and provincial (FIPPA) privacy of information legislation.
- Safeguards the integrity of the student record throughout the student life-cycle of enrolment, academic progression, academic advisement and graduation.
- Preserves the integrity of the degrees granted by Ontario Tech University in both traditional and digital formats.
- Advises Registrar regarding data requests and distribution of data.
- Chief steward and lead authorizing authority for requests for security access to the student information systems/records functionality.
- Participates in the Ancillary Fees Committee to ensure that all student fees are accurately entered on the system. Ensures accuracy of student fee assessments.
- Ensures compliance with university document retention policies.
Scheduling Management
- Oversees and guides the scheduling and administration of examinations and business practices, creating a schedule that is conflict free for all students.
- Defines the Records and Scheduling business systems objectives that will support the continuous improvement of services to students and staff. Establishes success measures for continual service improvement for our students.
- Defines the goals and objectives for the teams that align with the strategic plan for the office of the Registrar and the University. Directs the plans, priorities, and processes to achieve those goals and objectives.
- Directs the preparation of the master schedule of classes through a complex process of Faculty consultation, student demand collection, and system integration.
- Monitors the ongoing analysis of classroom utilization and provision of data for classroom planning.
- Applies innovative solutions, grounded in institutional policy and practice, to novel situations presented by faculty or students (e.g., seeking solution for co-curricular student records)
- Ensures the effectiveness of all current student and university community communications from the office of the Registrar relevant to the student’s academic record and the academic schedule, including but not limited to notification of important academic dates and documentation for administrative and instructor reference.
Systems Management
- Collaborates with Information Technology Services to ensure that business process and system function are aligned for optimal productivity, and to seek innovation in process and practice supported by technology. Actively participates in continuous system upgrades to ensure the integrity and accuracy of student records.
- Determines student record and scheduling system project objectives. Negotiates the priority of these projects with peers from other business areas all supported by the same student information system (i.e., admissions, recruitment, student awards, School of Graduate and Post-doctoral Studies, student finances, and the Office of Institutional Planning and Analysis).
- Participates as a member of the Scheduling Committee, responsible for providing recommendations for scheduling improvements based on data driven evidence.
- Actively participates as a member of sub committees of Academic Council, including the undergraduate studies committee and the graduate studies committee.
- Collaborates with graduate records and communications staff in the evolution of the student records processes and systems and other student tools used to interact with our offices.
- Partners with Continuous Learning and Ontario Tech Talent to deliver records administration to support continually evolving non-degree track programs.
- Collaborates with peers at other universities, and is a member of, OURA, ARUCC, and other professional bodies to remain abreast of best practices in the field.
Required Skills
- Sound leadership approach with the ability to think critically.
- Experience and knowledge of student record systems, with demonstrated commitment to continually assessing system effectiveness to improve operational efficiencies and service delivery.
- Advanced student systems experience with a focus on relational databases, reporting and analytics tools and algorithmic scheduling software.
- Proven project management experience.
- Demonstrated experience with the operations of a major academic, administrative, and/or student services department.
- Strong organizational, decision-making and management skills.
- Budget management skills.
- Problem solving skills; ability to analyze and streamline complex processes.
- Excellent interpersonal, communication and conflict management skills.
- Leadership experience with proven success in fostering a collaborative, team centered environment.
- Knowledge of university governance, processes, and structures related to academic programming.
- Superior analytic skills, resulting in innovative solutions to complex problems.
Education
- Completion of a University Program consisting of Four Academic Years or Equivalent
- Bachelors degree (Master’s strongly preferred)
- Verification of Academic credentials may be required Required Experience
- The incumbent will have 7-10 years of progressive management experience in a post secondary environment.
How to Apply:
Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepted until February 19, 2021 or until a suitable candidate is found. We appreciate all applications received; however, only those candidates selected for an interview will be contacted.
Ontario Tech University is an equal opportunity employer and welcomes applications from all qualified candidates, while especially encouraging applications from women, members of visible minorities, Indigenous peoples, persons with disabilities, and persons of any sexual orientation, gender identity, and gender expression. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
Ontario Tech University respects people’s different needs and therefore will take all reasonable steps to ensure accommodation for applicants where appropriate. The University is also committed to ensuring that confidentiality is maintained throughout all aspects of the recruitment cycle.
If you require an accommodation to participate in the recruitment process, please notify the hiring manager or , Health and Disability Management Specialist. For more information about the universities policies for accommodating employees with disabilities please review the university’s
The university acknowledges the lands and people of the Mississaugas of Scugog Island First Nation which is covered under the Williams Treaties. We are situated on the Traditional Territory of the Mississaugas, a branch of the greater Anishinaabeg Nation which includes Algonquin, Ojibway, Odawa and Pottawatomi. Job Location Oshawa, Ontario, Canada
Expected End Date
N/A
Expected Start Date
N/A
Campus Travel
N/A
Salary Grade
Staff Level 11
Expected salary: $92706 – 109067 per year
Location: Oshawa, ON
Job date: Sun, 07 Feb 2021 08:57:49 GMT
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