Registrar Specialist

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Job Number:  J1122-0172

Job Title:  Registrar Specialist

Job Type:  Continuing Full Time

Department:  University Registrarial Services

Job Category:  Administrative

Number of Positions:  1

Date Posted (dd/mm/yyyy):  22/11/2022

Closing Date (dd/mm/yyyy):  29/11/2022

Salary (with Salary Rate):  64,074.00 - 70,040.00/Year

Employee Group:  CUPE 2424

Salary Level:  8PE

Hours Per Week:  35

Date Position Available:  01/11/2022

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. Carleton is recognized annually as a top regional employer and is a recipient of the Canada Awards for Excellence, Healthy Workplace Order of Excellence, and Platinum Level Certification for Mental Health at Work. Situated on unceded Algonquin territory and bordered by the Rideau River and historic Rideau Canal in Ottawa, Carleton is just minutes from the heart of our nation's government and G-7 organizations, providing opportunities for staff and faculty to make a positive impact in our community and around the world.

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-today 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, followthrough 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

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

Carleton University and CUPE 2424 are currently completing a joint job evaluation and pay equity project. The University and the Union are working together to describe the skills, effort, responsibilities and working conditions associated with every CUPE 2424 job, including this one. As a result, the job description that is currently associated with this posting (for recruitment purposes) may be revised to reflect the actual duties captured in the new job descriptions.

By applying for this job you are acknowledging that the actual duties associated with this job may differ somewhat from those identified in the job posting and that you will agree to perform the duties of this job as determined through the joint job evaluation process.

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.

This position is required to work on campus. Exceptionally, since March 2020, many staff and faculty at Carleton University have been working from home in order to comply with public health requirements while continuing to provide services to support the operational functioning of the university. We are currently in the process of identifying positions that need to work on campus as part of our return to campus process. This position may be required to work temporarily remotely due to public health requirements or it may have been identified as one of the roles that are required to work on campus. If this position is required to work on campus, the successful candidate will be informed of the health and safety measures that are in place to ensure their safety on campus. If there is a requirement to work remotely (it is possible that there could be a requirement to work both remotely and on campus), the successful candidate will work with the manager to set up a remote work environment including discussing appropriate technology and requirements. Please note that once public health requirements permit, Carleton University will resume normal on campus operations and at that point there will be a timely notification provided by the manager and the requirement to working full time physically onsite will resume. Therefore, we are looking for candidates currently in or looking to relocate to the Ottawa area.

Additionally, Carleton University is continuing to maintain a safe work environment and requires mandatory vaccination against COVID-19 as per Public Health recommendations under the Reopening Ontario Act. As Carleton University requires that staff be available to attend on-campus meetings and to work, as required, in person, the successful candidate will be required to comply with this policy and be fully vaccinated before commencing employment. Subject to permitted exemptions under the Ontario Human Rights Code, if you are the successful candidate, your offer of employment will be conditional upon you attesting that you are fully vaccinated with a course of vaccines that have been approved by Health Canada and submitting appropriate proof of vaccination.

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