Operations Coordinator, Office of The Registrar

5 months ago

Red Deer, Canada Red Deer Polytechnic Full time

**Please see Special Instructions for more details.**:
**Posting Details**:
Position Information

**Position Title**
- Operations Coordinator, Office of the Registrar**Position Summary**
- The Operations Coordinator (OC), is responsible for coordinating the business operations of the Office of the Registrar, including the individual departments reporting to the Dean of Enrolment Management and Registrar (Dean). The OC works with the Dean to plan, schedule, and communicate the priorities of the Office of the Registrar to achieve strategic objectives and operational goals.- The position provides direct support to the Dean, Associate Dean, Associate Registrar, and Operations Manager requiring an understanding and ability to represent the position and priorities of the Office of the Registrar. The position is responsible for maintaining data and systems including but not limited to curriculum, policy/procedures, and transfer credit.**Position Responsibilities**

**Project Coordination**
- Monitors contributions to the annual operational planning process in collaboration with the Dean and Operations Manager.
- Facilitates the integration and alignment of plans and planning cycles by monitoring and scheduling related activities.
- Collects and analyzes financial, service, and other data, and makes recommendations for operational decision making.
- Prepares, gathers, and relays confidential information for the Dean.
- Acts as a resource and responds appropriately, on behalf of the Dean.
- Understands and represents the position and priorities of the Office of the Registrar.
- Manages office allocations and renovations in collaboration with Campus Management and the needs of staff within the Office of the Registrar.
- Coordinates assigned projects and strategic initiatives as required, by providing project management support and expertise to the Dean, Associate Dean, Associate Registrar and Operations Manager.
- Collaborates with other internal departments to complete key project initiatives.
- Prepares and distributes related written documentation including, but not limited to, project plans, scheduling updates and revisions, proposals, business cases/plans, agenda packages, minutes, etc.
- Manages project planning documents, including developments, deliverables, timing, critical paths, agenda packages, meeting minutes, etc.
- Proactively and independently conducts necessary research, liaising with internal and external contacts to gather necessary information in anticipation of each meeting.

**Operations Coordination**
- Provides meeting logistic support including scheduling meetings, booking rooms, and arranging catering.
- Manages the schedule of appointments and meetings for the Dean by resolving conflicts and understanding priorities.
- Provides support to the Dean, Associate Dean, Associate Registrar and Operations Manager for recruitment, hiring and onboarding of new staff.
- Administers the PeopleAdmin system within scope of authority.
- Prepares employment contract letters and submits electronic contract to payroll, in keeping with collective agreements, disbursement guidelines, and approved budgets.
- Completes, as per policy and guidelines, travel arrangements including flights, hotel accommodations and car rentals for the Dean, Associate Dean, Associate Registrar and Operations Manager.
- Provides, and removes, user access to network and SharePoint files when onboarding or offboarding staff.
- Provides, and removes, user access to faculty and staff using the curriculum management system.
- Acts as the primary expert on the curriculum management system facilitating upgrades.
- Trains faculty and staff on the use of the curriculum management system.
- Provides coverage in the absence of the Academic Records Coordinator.
- Refers students to appropriate departments including Accessibility Services, Counselling Services and the Dean of Student Support Services Office for student appeal inquiries.
- Maintains records in accordance with Red Deer Polytechnic policies and standard practices on records management and FOIPP.

**Transfer Alberta**
- Prepares and maintains the Red Deer Polytechnic portion of the Transfer Guide [TCES]
- Tracks outstanding requests for credit.
- Approves transfer agreements as the delegated authority, Contact Person, representing the Dean and Red Deer Polytechnic.
- Records approved credit.
- Advises Chairs, Associate Deans, Deans and staff involved in transfer credit approval.
- Maintains current and accurate data about RDP’s offerings in the Learner Pathways Catalog, using the appropriate Learner Pathways System tools.
- Apprises ACAT of any issues or changes that arise.
- Attends the annual Contact Persons meetings.
- Informs the Dean about key updates and information from ACAT.
- Provides read-only access to Academic Advisors and other staff to the Catalog and its tools.
- Solves problematic ACAT system transfers requests.

**Event Coordination**
- Coordinates special events,

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