Assistant Registrar, Records Operations

2 weeks ago

Waterloo, Canada University of Waterloo Full time

Overview:
The Assistant Registrar, Records Operations reports to the Associate Registrar, Enrolment Services & Academic Policy. The incumbent provides oversight to the Records team, which is comprised of the incumbent direct reports, as well as Records Coordinators, who are collectively responsible for the implementation of University and Faculty academic policies and procedures as they pertain to undergraduate student records. The Records team under the leadership of the Assistant Registrar, Records Operations provides excellent customer services, to colleagues and students, by providing sound advice and counsel on student record policies and program requirements.

**Responsibilities**:
Stewarding of student records’ policies
- The Associate Registrar, Enrolment Services & Academic Policy, in consultation with the Assistant Registrar, Records Operations, determines the strategy for student records management at the University. The overarching goal is to formulate policies and guidelines that can be applied to all University students fairly and consistently, while ensuring the academic integrity of Waterloo degrees
- The Assistant Registrar, Records Operations is responsible for the planning, analysis, scheduling, and direction of records activities to support current University of Waterloo students and alumni in a manner that is student focused, fair and transparent, while guarding the privacy and integrity of the students’ records

Collection and maintenance of student academic data
- The Assistant Registrar, Records Operations is responsible for the confidential collection and maintenance of student academic performance data in compliance with all University policies and auditor requirements. This entails ensuring automatic and manual academic decisions are applied accurately and consistently to students’ records, including exceptions made through the petition process
- The student record in the Student Information System is the foundation of all downstream student record activities, ranging from government funding reporting to student financial assistance; from tuition calculations to eligibility to graduate. The Assistant Registrar, Records Operations is accountable for ensuring accurate and timely maintenance of this record
- Assistant Registrar, Records Operations leads research on student-cohort success and trend analysis in response to requests for analysis of Faculty specific data. Interpretation of results, presentation of the data, conclusions and recommendations made to the Faculties will influence future faculty records initiatives and inform policy change

Management of office procedures and processes related to students’ records
- The Assistant Registrar, Records Operations actively seeks out ideas for improvement to departmental processes and works in collaboration with the Registrar’s Office systems team and other partners within the Registrar’s Office to implement enhancements and streamline processes and procedures. The Assistant Registrar, Records Operations is responsible for the creation and maintenance of all records-related business procedures documentation
- The Assistant Registrar, Records Operations is accountable for timely and accurate responses to student queries regarding their academic record, both as Tier 2 support to the Student Service Centre and when dealing directly with the student. All undergraduate students are served by the Records staff, from matriculation through to graduation
- The Assistant Registrar, Records Operations Academic has oversight of the registrarial convocation processes. The incumbent will manage processes and create processing timelines to ensure that graduation records are coded and processed in a timely manner. They work in partnership with Community Relations and Events coordinating convocation activities
- The Assistant Registrar, Records Operations will pay particular attention to and focus on opportunities that support underrepresented students, students belonging to marginalized communities and/or non-traditional students related to various records processes (e.g., Petition for Exception to Academic Regulations, graduation and convocation, etc.)

Representative of the Registrar’s Office to students, faculty, and staff
- The Assistant Registrar, Records Operations is the Associate Registrar’s representative when questions or concerns are raised by students regarding their academic records. This role supplements and complements the assistance provided by Faculty and Departmental officers to students with the complexities of the academic process. They need to act as an advocate for students while maintaining the academic integrity of the University. They seek opportunities to develop equitable and inclusive student record and enrolment practices and policies to support the goals and values of the university
- The Assistant Registrar, Records Operations provides leadership and insight for both short and long-term plans that meet

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