Job Description / Duties

We currently have an opportunity to join the Laurier community as a Manager, Systems and Continuous Improvement.

As a member of the Enrolment Services management team, the Manager, Systems & Continuous Improvement is the primary advocate for continual business process improvement and serves as a change-agent by providing strategic systems, process, and project management leadership across Enrolment Services at the direction of the Associate Registrar, Registrarial Services & Systems. The Manager is the technical lead for academic scheduling processes and is responsible for the strategic planning and operational direction for the Scheduling, Examinations and Timetabling unit. The Manager is the primary interface for Enrolment Services with the Information Communications Technology (ICT) and Institutional Research and Planning units, and provides reports, functional, and process expertise to the University community as they relate to the Student Information System and related components.

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.

Accountabilities : Business Process Management
- Provides business process review expertise within the Enrolment Services team by leading and driving process improvement transformation using Lean principles and tools. Leads the evaluation of business processes to identify areas requiring improvement and implements process improvements as required. Ensures that all business processes are documented and periodically reviewed for accuracy.
- Serves as a change facilitator, developing and collaborating with other Lean champions across Enrolment Services in support of a culture of continuous improvement. Assesses, coaches, and provides constructive feedback to teams and individuals to strengthen Lean competencies.
- Ensures that all staff are thoroughly familiar with the policies, protocols and procedures that guide the work of the Enrolment Services unit, and oversees the development and maintenance of business process and training resources for all areas of Enrolment Services - ensuring all staff members are technically proficient in the effective use of existing and new systems.
- Working closely with the ICT Project Management Office, provides project management methodology expertise and support within the Enrolment Service team. Where appropriate: facilitates the definition of project scope, goals and deliverables; defines project tasks and resource requirements; develops project plans and coordinates project staff; plans, schedules and tracks project tasks; provides direction and support to project team; monitors and reports on project progress; and assesses project outcomes.

Systems & Reporting
- Serves as the primary interface between Enrolment Services and Information Communication Technologies (ICT), and works closely with ICT on projects related to Ellucian ERP products (Banner, Recruiter, Document Management, Workflow, CAPP, Degree Works), COGNOS, CMIS classroom scheduling, Electronic Data Interchange (EDI), OUAC systems, etc. ensuring peak optimization of existing systems and platforms.
- Serves as co-lead for the Student Information System (SIS) and reporting (Cognos), acting as a consultant both internal to Enrolment Services and with campus-wide stakeholders. Administers the system, investigates processes, queries data, and trains end users in order to better meet the needs of students, faculty, and staff. Troubleshoots and performs complex diagnosis of student system or application issues and resolves such issues or provides solutions to ICT when not within area of responsibility.
- In close collaboration with Institutional Research and Planning, the incumbent works within Enrolment Services and with various stakeholders to validate and improve data collection, data integrity and standards, and reporting. Prepares, analyzes, and distributes data and reports as necessary to support new initiatives, performance indicators, changes to procedures, regulations, etc. Ensures that all reports are timely and accurate prior to internal and external use and that they are consistent with the university’s policy on access to student records.

Academic Scheduling
- Directs the development and publication of undergraduate academic timetables, ensuring the appropriate use of space for classes, seminars, tutorials, and laboratories. Serves as technical and supervisory lead for all scheduling systems and processes, and ensures separate technology systems (ie. CMIS and Banner) work effectively together.
- Manages all processes related to examination scheduling, production, facility preparedness, proctoring, and policies and processes related to final examinations, ensuring data and process integrity at all times. Interprets Senate policy, Faculty Collective Agreement and provides guidance and leadership to chairs, faculty, and staff when planning and administering final examinations.
- Oversees room bookings for academic and non-academic events; maintains guidelines for users booking space/rooms, i.e. kinds of activities for a safe environment.
- Manages all aspects of the assignment, utilization, and optimization of classroom space related to undergraduate and graduate classes, and provides leadership and expertise to Deans and Chairs, Associate Registrar, Registrar, and VP Academic on the utilization of academic space. Communicates timetabling strategies with Deans and Chairs, and works collaboratively in determining appropriate times that courses should occur for overall efficiency of resources.
- Maintains a close working relationship with all members of the Laurier community (including through committee participation) who are responsible for class and examinations scheduling and management of space utilization; guide the latter in changes necessary for improvement in University processes, and ensure sufficient space is allocated for teaching purposes when planning new buildings or renovations.
Staff & Budget Management
- Manages the activities of WLUSA staff. Attracts and retains staff by developing and implementing recruitment and selection strategies, providing orientation to staff, and ensuring a stimulating work environment. Monitors and assesses performance and employs strategies such as coaching and mentoring as appropriate to enhance performance.
- Supervises and provides leadership to staff by coaching, guiding and modeling key behaviours/strategies, encouraging dialogue and providing guidance and advice to facilitate resolutions to work issues. Assists team members to define shared and individual goals, meet target dates and ensure alignment of team goals.
- Manages the departmental budget to maximize resources, customer service, and efficiencies.

Qualifications / Required Skills

Undergraduate degree; advanced study in one of Business Administration, Systems, Project or Process Management is preferred;
Minimum five years related experience in a higher education, enrolment or student services-related setting;
Experience in implementing technological advancements in a postsecondary setting from a functional user perspective; experience with Student Information Systems (Ellucian Banner is an asset);
Strong problem-solving skills with advanced knowledge in business process modeling and analysis; able to effectively synthesize data to streamline complex processes;
Demonstrated organizational, team building, supervisory, and training skills coupled with a consultative management style;
Experience planning, managing, and executing projects. Knowledge of planning best practices, with PMP or other project management certification considered an asset;
Technical aptitude and skills that demonstrate sophisticated proficiency with Microsoft Office (particularly Excel), Access, and Visio;
Exemplary interpersonal skills demonstrated across a diverse range of people and situations;
Demonstrated ability to share technical and functional knowledge with co-workers and to communicate in a clear and instructive manner, both written and verbally;
Ability to adapt to change, take initiative, to be resourceful and dependable;
Ability to work under pressure and stay calm in the face of competing demands;
Working knowledge of academic and government policies and regulations;
Ability to work independently, exercise good judgment and demonstrate initiative.

Salary: 70,756 - $88,446

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.