Manager, Registrar Office

Job Title:

Manager, Registrar's Office

CompetitionNumber:

005-2025

Administrative Unit:

Office of Admission, Registrar and Student Services

ImmediateSupervisor:

Associate Vice-Rector, Strategic Enrollment Management

Job Type:

Permanent, Full Time (Non-Unionized)

Work Schedule:

35 hours per week

Salary Scale:

Level 9 - ($74 853 - $ 95 490)

In this document, the masculine pronoun is used without discrimination and only for conciseness.

Saint Paul University (1848) is the founding college of the University of Ottawa, with which it has maintained a federated relationship since 1965. Bilingual and on a human scale, it has more than 1,000 students. It offers programs in Social Communication, Counselling and Psychotherapy, Canon Law, Public Ethics, Conflict Studies, Theology, Human Relations, Transformative Leadership and Spirituality, and Social Innovation. Saint Paul University offers an environment conducive to professional growth and competitive benefits.

Saint Paul University is known for its integration of learning and research with social engagement, resulting in a unique student experience. It participates in dialogue on contemporary issues and is committed to social justice.

SUMMARY

Under the supervision of the Associate Vice Rector, Academic Enrollment Management, the Registrar Manager hires, supervises, and evaluates area staff. The incumbent manages the day-to-day activities of course scheduling, registration, student academic progress, grading, transcripts and official credentials, and maintenance of official records for all SPU students. The incumbent assists, as needed, the Associate Vice-Rector, Student Enrollment Management in the convocation activity (evaluation, recommendation of records, academic side organization of ceremonies).

The incumbent liaises with the academic units of SPU regarding activities under their responsibility and liaises with the University of Ottawa (UO) and other post-secondary institutions in all areas of activity under their responsibility. The incumbent plans and manages the operational calendar for the smooth functioning of the operations under their responsibility and ensures its publication for each session. Coordinates communications with students. Maintains a central registry of courses, seminars, space assignments, etc. offered at SPU. The incumbent participates in the implementation of new computer tools in the sector.

KEY RESPONSIBILITIES

A) Leads and is responsible for the registration, grading, graduation, transcripts, various certifications and all sector operating schedules

• Implement an efficient registration system: choose the best methods to register students; plan the steps; inform those involved; ensure efficient operation according to established dates; evaluate efficiency; make corrections if necessary; follow up with users to validate their satisfaction with the processes; provide advice, assistance and support to the unit at all times.
• Manage the files of exchange students. Verify that the agreements are properly captured in the student information system.
• Ensure the integrity of data related to the academic progress of all students registered in the student information system.
• Establish an effective grade entry system and procedures: verify that grades are entered on time and correctly.
• Plan and manage the operations schedule for the smooth running of the exam schedule production.
• Inform the university community on all aspects of graduation (deadlines, forms, fees, etc.).
• As needed, assists the Associate Vice Rector with tasks for graduation.
• Is responsible for the accuracy of the academic advisement component.
• Is responsible for the maintenance of official student records.
• Is responsible for the preparation of various official certificates and transcripts.
• Responds to various inquiries and requests for information. Coordinates the compilation of documents for access to information requests concerning student records in collaboration with the Office of the Registrar and the Associate Vice-Rector, Student Enrolment Management.
• Responds to requests from professors, units and students regarding all aspects of activities under his or her responsibility.

B) To provide a link with UO in the areas of its jurisdiction (including the student information system)

• Work closely with the UO on activities under their responsibility: implement effective methods of communication, resolve problems that arise, make corrections to procedures if necessary in consultation with the Associate Vice-Rector, Strategic Enrolment Management.
• Participate in the planning and implementation of new systems in his sector.
• Follows up with units as required; produces, maintains and communicates operational calendars.
• Transmits required data to the UO.
• Provides all necessary training to the BARSE team members on ORO operations.

C) Maintain a central registry of activities (courses, seminars, etc.) offered at the USP for each session including the assignment of premises

• Plans and coordinates activities related to the course schedule production process.
• Plans and manages the schedule of operations for the production of the course schedule. Transmits directives for the proper functioning of the production of the timetable to the faculties and administrative units.
• Verifies that faculties and administrative units follow the rules and procedures necessary for the publication of an integrated timetable; provide guidance to units; resolve difficulties encountered.
• Ensures the publication of the course schedule in the school information system, uoCampus.
• Supervises the assignment of instructional space in a manner that satisfies users. Optimizes the use of classrooms. Evaluates and approves requests for changes to class and exam schedules and submits detailed reports to the Associate Vice-Rector, Strategic Enrolment Management.
• Coordinates the evaluation of instruction and courses.

D) Maintains course rating lists and corrects data in the school information system for reporting purposes

• Manages the assignment of course ratings for programs and maintains a record of course ratings.
• Verifies and corrects if necessary official (BIU) activity data in collaboration with the database manager for official reporting to the government.

E) Human resources

• Manages the human resources of the area to ensure the availability of competent, professional and productive staff (3 assistant positions, 2 academic advisor positions).
• Hires, supervises and evaluates staff under their responsibility.
• Coordinates leave requests for the department.
• Ensures that the quality of customer service is consistent among all members of the department. Makes necessary modifications as required. Provides support and regular feedback to service members.

ESSENTIAL SKILLS AND QUALIFICATION

• A bachelor's degree in a relevant field and more than five years of experience in activities directly related to the function or any other combination of education and experience deemed equivalent.
• Knowledge of university undergraduate and graduate programs and the workings of the university environment.
• Experience in the management of complex systems.
• Knowledge of the academic information system at Saint Paul University, the University of Ottawa or the Campus Solutions module of People Soft is an asset.
• Intermediate or advanced knowledge of the Microsoft Office suite.
• Experience in writing various communications, in both official languages.
• Advanced level of bilingualism (English and French).
• Methodical approach in carrying out his work and concern for precision.
• Ability to effectively manage files independently, to execute several projects simultaneously and to prioritize tasks in order to meet strict deadlines, to make decisions and take responsibility for them, and to convince stakeholders with tact and respect.
• Ability to inform, interpret, explain and advise the university community on programs and regulations and to ensure that procedures are properly followed.
• Ability to train people with clarity and sensitivity.
• Strong sense of service: ability to maintain courteous and effective relationships at all levels (students, professors, academic assistants, supervisors, administrators).
• Initiative, sense of responsibility, judgement.
• Ability to solve problems on one's own.
• Ability to work well in a team
• Good interpersonal communication skills.

Interested candidates are requested to submit an online application at www.ustpaul.ca by March 20th , 2025 at 11:59 pm.

We thank all applicants for their interest in this position. We will be contacting only those candidates who have been chosen for the next step of the selection process.

We are committed to ensure employment equity and we encourage the participation of all individuals eligible to work in Canada. If your application is successful and you require accommodation during the selection process, please notify us if you are contacted for an interview. Your personal information is protected under the provisions of the Privacy Act.