Job Description / Duties

We currently have an opportunity to join the Laurier community as an Associate Registrar, Registrarial Services and Systems.

Reporting to the Assistant Vice-President, Enrolment Services & Registrar, and serving as a key member of the Enrolment Services leadership team, the Associate Registrar, Registrarial Services & Systems is responsible for providing strategic leadership, operational direction and guidance to the Records & Registration as well as Examinations, Scheduling & Bookings units within Enrolment Services. A senior management position with a high degree of responsibility and accountability both at the policy and operational level, the Associate Registrar, Registrarial Services & Systems 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 within a multi-campus environment.

The incumbent is the Registrar’s designated lead for privacy and security of student information and is responsible for coordinating Enrolment Service’s student information security posture with respect to university policy and compliance.

The position provides daily leadership and direction relating to student enrolment, academic scheduling, registration, progression, graduation and ongoing student administrative support. The incumbent revises policy and procedures and provides strategic direction to the AVP, Enrolment Services & Registrar by demonstrating knowledge of emerging technologies, government policies and legal frameworks as they impact Enrolment Services. The incumbent plays a critical role in developing and maintaining processes related to the University’s student information system and serves as the lead within Enrolment Services.

Interpersonal interactions and direction are required on an ongoing basis with departments at all Laurier locations. The Associate Registrar, Registrarial Services & Systems has influence through the University in records, student information system, business process management, and curriculum management and as such must maintain productive working relationships with the Associate Deans, Directors and department heads in other administrative departments.

Laurier’s goal is to have the top-performing enrolment services unit in the province and the Associate Registrar, Registrarial Services & Systems is a key individual in meeting this institutional objective.

This position has a university-wide mandate and is based at the Waterloo Campus. The incumbent provides leadership in a multi-campus environment, requiring regular interaction, communication and collaboration with staff and stakeholders at the Waterloo Campus, Brantford Campus and Toronto office and external partners. The Manager will ensure the unit’s policies, programs and services are delivered equitably across all campuses and reflect the needs of local stakeholders. Regular travel to the Brantford campus is required.

Accountabilities :

Records Management
Ensures the integrity, security and maintenance of all student records while ensuring compliance with university academic policies and the Freedom of Information and Protection of Privacy Act (FIPPA); implements university policies with regards to overall security and accuracy of records management including student enrolment, academic progression, academic advisement and graduation; ensures the security of confidential information

directs planning and implements all registration and fee related services, including the management of policies and procedures related to course and program registration, fee assessment, collection and maintenance of student records related to academic progression for students

provides overall direction for the maintenance and production of the undergraduate calendar

is responsible for managing systems integration and operations while enhancing efficiency and functionality both within day to day operations, and within the scope of leading and managing projects that are focussed on the improvement of service quality, data integrity and data availability.

Planning & Policy Development
Engages in strategic planning and leads policy development and/or processes in the areas of Records, Systems, Examinations, Scheduling and Timetabling with emphasis to development of emerging technologies, government policies and legal frameworks directly impacting services offered through Enrolment Services

Oversees registration and scheduling functions based on an understanding of university policies, procedures and database systems; develops and implements policies and procedures to facilitate course selection, registration and other student support services and assists in maintaining, troubleshooting, and enhancing the University student information system

Oversees implementation of related academic and administrative policies approved by Senate and senior university administration

Serves a key role in advising the AVP and Registrar and in supporting the implementation of immediate and long range operational imperatives of the unit, through the planning, implementation, evaluation and continuous improvement of Laurier’s Enrolment Services functions

Coordinates and promotes best practices for prospect, applicant, and student records processes (courses, registrations, exams), both internally within Enrolment Services and amongst various offices throughout the institution

Under the direction of the AVP & Registrar, works strategically to ensure there is alignment across the University's strategic direction, the ICT strategic plan, ES’s operational needs and those of Student Information System (SIS) users across the university

Academic Scheduling
Oversees the preparation of the master schedule of classes and the scheduling and administration of all undergraduate final examinations according to the academic guidelines of the University; assesses business practices associated with this work

Monitors the ongoing analysis of classroom utilization and provision of data for classroom planning

Accountable for the development, planning and the publication of the undergraduate and graduate timetable

Business Process Management
Supports continuous process improvement through knowledge of emerging technologies

Provides expertise and guidance to Enrolment Services business stakeholders in determining how system integration efforts can serve, benefit and enhance their business needs

Works cross-functionally to fill knowledge gaps and prevent single point of failure, liaise with other services and external agencies, interface with ICT for solutions, specification and program support (Banner modules, other applications) and ensure deadlines are met effectively to ensure that business process changes are aligned with the SIS automated functionality and other business systems in use

Manages and facilitates special projects including the implementation of business process redesign with a view to creating effective and innovative cross-divisional services that maximize and align with institutional enrolment priorities. Works collaboratively with other executive members in Enrolment Services in communicating project needs, status and deliverables.

Reporting & Communications
Initiates regular and comprehensive process review and documentation of standard operating procedures

Provides information as required to support University and Faculty-based inquiries concerning all aspects of enrolment management

Determines processes for publishing student records and services information for calendars, registration and fee information

Multi-campus Team Leadership
Serves on University committees and governance bodies providing support and subject matter expertise as required

Responsible for management decisions concerning budgeting and effective allocation of financial and human resources

Manages direct reports

Represents the AVP, Enrolment & Registrar on Faculty-specific curriculum and petitions committees

Serves as Registrar designate in Registrar’s absence

Qualifications / Required Skills

minimum undergraduate degree and at least 5 years related leadership experience in an Enrolment Services focused position

experience and knowledge of student record systems, with demonstrated commitment to continually assessing system effectiveness to improve operational efficiencies and service delivery

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 centred environment

Salary: 89,500 - $111,875

Contact Information

Please submit a cover letter and resume
Wilfrid Laurier University endeavors to fill positions with the best available candidates who have the appropriate combination of education, experience, skills and abilities to successfully perform the duties of the position while demonstrating Laurier's Employee Success Factors.

Wilfrid Laurier University is committed to equity and values diversity. We welcome applications from qualified individuals of all genders and sexual orientations, persons with disabilities, Aboriginal persons and persons of a visible minority. To obtain a copy of this job description in an accessible format, please contact Human Resources at 519-884-1970 ext.2007.

Employer Profile

At Laurier, we are a community. It’s what brings our students here and what keeps our people here.
As an educational institution, we inspire lives of leadership and purpose in our student community. As an employer, we seek, foster and value the same qualities of leadership and purpose in our employee community.