Registrarial Specialist

Updated: 24 days ago
Deadline: 30/05/2024; 30/05/24

Career Development Assignment (CDA):

The successful candidate must obtain a leave of absence from their current and substantive position, where applicable. Permission for such leave must not be unreasonably withheld.

If you are an internal applicant, please make sure to update your current union status in your candidate profile each time you apply for a vacancy. Internal candidates will be given priority consideration at this time. Please note: Carleton University encourages applications from all qualified candidates.
















About Carleton University

Carleton University is situated on unceded Algonquin territory and bordered by the Rideau River and the Rideau Canal, a UNESCO World Heritage site, in Ottawa, Ontario. The university is just minutes from the heart of our nation's government and G-7 organizations and this capital advantage provides opportunities for staff and faculty and students to make a positive impact in our community and around the world.

Named a Top 100 Employer in 2023 and 2024, and a National Capital Region Top Employer for 10 consecutive years, Carleton University is one of Canada’s most resourceful and productive hubs of learning and research, fuelling a rich talent pipeline that is supporting social and economic renewal. The university’s smart, caring and connected community inspires and empowers individuals to become change leaders who drive impact in the world while challenging conventional modes of thinking and doing. At Carleton, we are committed to fostering an innovative, equitable and welcoming work environment. Carleton is also a nationally certified Healthy Workplace and is a recipient of the Canada Awards for Excellence, Healthy Workplace Order of Excellence and Platinum Level Certification for Mental Health at Work.

The university’s Strategic Integrated Plan 2020-2025 is an ambitious vision for the future, anchored in Carleton’s strengths and student-centric, community-engaged values.

Duties and Responsibilities:

The Registrar Specialist is a multi-functional position providing clear, accurate and concise information to students, staff, faculty and outside interests. The Registrar Specialist works within a team of Registrar Specialists and under the guidance of a Team Leader for day-to-day functional and operational matters. With a minimum of supervision, the incumbent responds to client inquiries in person, by voice and electronic means, by providing clear, accurate and concise information that enables the client to resolve their issues and maintain their focus on learning. It also includes the processing of forms and information, follow-through and completion of processes to enable resolution of student issues within the team environment. The incumbent is responsible for providing authoritative advice on student academic records-related issues, policies, and regulations.

The incumbent is required to continually develop knowledge in all aspects of registrar operations and processes, policies and regulations, and become an ‘expert’ in two or more functional areas. The Registrar Specialist works in a cooperative and supportive team environment to support students, staff, faculty and outside interests. The Registrar Specialist is required to continually develop her/his areas of expertise and to share that knowledge in support of team development. The incumbent is responsible for contributing positively to the team and to the Office through recommendations of process, service and communications improvements. The incumbent takes part in renewal and re-engineering processes on a continual basis. Perform other duties that may be required.


The incumbent must possess the following qualifications:
• Strong team players and have the ability to manage multiple tasks simultaneously while providing mutual support to colleagues
• Able to complete work accurately and be attentive to details
• Complete tasks of the position while being sensitive to cultural needs and differences is mandatory
• Knowledge of records and required academic data is necessary
• Problem solving and know when and where to refer students and potential students for additional information and assistance
• Highly developed communication and problem solving skills as well as tact, diplomacy, empathy and discretion
• Be able to adapt to changing environments and remain flexible to change
• Be available to work overtime as required

Education and Experience:

The above is normally acquired through:
• Completion of 3 years post secondary education.
• Five years experience preferably in a university environment.

HR Note:

Equivalencies will be considered. Applicants are encouraged to provide information which may demonstrate equivalent qualifications. Please note that applicants may be required to complete an employment test as part of the selection process for this position. Those applicants that are selected for an interview will be requested to contact the Human Resource Advisor assigned to this competition as soon as possible to discuss any accommodation requirements. Arrangements will be made to accommodate your request in a timely manner. Carleton University is strongly committed to fostering diversity within its community as a source of excellence, cultural enrichment, and social strength. We welcome those who would contribute to the further diversification of our University including, but not limited to: women; visible minorities; First Nations, Inuit and Métis peoples; persons with disabilities; and persons of any sexual orientation or gender identity and expressions.

Health and Safety Requirements

This position is regularly required to work on campus in person. In the event of a public health emergency or a health and safety issue, it is possible that you may be required to work temporarily remotely due to public health orders, directives and/or health and safety requirements. If this happens, you will work with your direct manager to set up a remote work environment including discussing appropriate technology and requirements. You are required to follow all University policies and directives, including to set up a safe and confidential workspace in a remote location and ensure all Carleton property (intellectual and other) is safeguarded. If required to work remotely, you will be notified by your manager when working full time physically onsite will resume.

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