Associate Director, Enrolment Services and Records (Term)

Date Posted: 04/17/2024
Req ID: 37006
Faculty/Division: Faculty of Arts & Science
Department: Faculty Registrar
Campus: St. George (Downtown Toronto)
Position Number: 00056362

Description:

About us:

The Faculty of Arts & Science is the heart of Canada’s leading university and one of the most comprehensive and diverse academic divisions in the world. The strength of Arts & Science derives from our combined teaching and research excellence in the humanities, sciences and social sciences across 29 departments, seven colleges and 46 interdisciplinary centres, institutes and programs.

We can only realize our mission with the dedication and excellence of engaged staff and faculty. The diversity of opportunities and perspectives within the Faculty reflect the local and global landscape and the need for curiosity, innovative thinking, and collaboration. At Arts & Science, we take pride in our legacy of innovation and discovery that has changed the way we think about the world.

Your opportunity:

The Office of the Faculty Registrar works closely with departments and colleges at the Faculty of Arts and Science, concerning virtually all matters relating to Arts and Science students. Our department members are dedicated to aid all students to the greatest extent, to make their university experience as smooth and seamless as possible. We coordinate personal, financial, and academic counselling, registration and enrolment, student records, transfer credit, petitions, final examinations, and graduation.

Under the general direction of the Associate Faculty Registrar & Director, Registrar Services, the incumbent is a key member of the Faculty Registrar’s team responsible for overseeing all business processes in student records and enrolment to ensure they meet University requirements while optimizing automation and using the appropriate amount of staff resources; working collaboratively with the College Registrars, Associate Faculty Registrars and other managers within the Faculty of Arts and Science to ensure high quality and timely service delivery to all new, current, and former Faculty of Arts and Science students; ensuring the accuracy, integrity, and confidentiality of the official student record for active students and alumni; administering approved University policies in a manner that is student focused, fair and transparent, and participating in and providing advice on best practices to the decision-maker in the Office of the Faculty Registrar.

Your responsibilities will include:

• Developing registration plans to support enrollment and completion goals at the Faculty of Arts and Science
• Planning and overseeing operational workflow for enrollment and graduation cycles
• Following rules and procedural instructions when collecting information and documentation related to registration and enrollment and academic standing
• Planning and implementing components of registrarial projects
• Preparing standard project progress/status reports
• Collecting user fees for registration activities on a regular basis
• Directing the activities of a group of staff-appointed employees all performing a similar function
• Planning and implementing workflow for a group

Essential Qualifications:

• Bachelor's Degree or acceptable combination of equivalent experience.
• Minimum five years of recent and related experience in a post-secondary environment, with experience and in-depth knowledge of College Registrar activities and processes, and in particular in the management of student records and enrolment/registration processes
• Experience taking the lead in project planning and consultation.
• Supervisory experience in a unionized environment.
• Experience with records management and the application of Faculty of Arts and Science calendar rules
• Experience with data management and coordination and ensuring data integrity.
• Experience interpreting policies related to records and enrollment, and providing significant input into local policies, procedures and practices.
• Demonstrated experience with degree, program, and course requirements in a postsecondary institution.
• Demonstrated experience with ROSI (or a similar student information system) and an understanding of Degree Explorer (or similar degree assessment/audit system) and of eMarks (or similar mark submission system).
• Experience interpreting policies related to records and enrollment, and providing significant input into local policies, procedures and practices.
• Expert knowledge using ROSI or similar student record systems
• Excellent logical, critical thinking, problem solving, analytical and organizational skills
• Excellent interpersonal skills with demonstrated focus on service excellence, process improvement, and professionalism.
• Ability to recognize and maintain confidential and sensitive information.
• Ability to effectively lead a team and groups.
• Excellent verbal and written communication skills
• High level of attention to detail and accuracy and focus on data integrity.
• Demonstrated ability to contribute creatively to the improvement of business processes

Assets (Nonessential):

• Preference will be given to applicants with the depth knowledge of policies, rules and regulations at the Faculty of Arts & Science.
• Preference will be given to applicant with experience in a registrar’s office or academic unit.

To be successful in this role you will be:

• Accountable
• Approachable
• Communicator
• Diplomatic
• Goal-oriented
• Possess a positive attitude
• Problem solver

Please note:

Closing Date: 04/25/2024, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Term
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 15 -- $93,752 with an annual step progression to a maximum of $119,892. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Student Services

Lived Experience Statement
Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.