Assistant Registrar, Academic Records

2 weeks ago

Montréal, Canada McGill University Full time

Please refer to the

job aid for instructions on how to apply.

Position Summary:
Reporting to the Associate Registrar, this position oversees the professional management of official student academic records from admissions to graduation and is responsible for the integrity of the student record for undergraduate and graduate students, postdoctoral fellows, and research trainees. Supports the strategic plans and mission statements of the University, Student Life and Learning and adheres to provincial Ministry regulations. Accountable for providing excellent services to students and plays a key leadership role in McGill’s goal to be a student-centered University.

Manages a team of registrarial professional and administrative staff and collaborates with other units in Enrolment Services and throughout the University (e.g. Service Point, Recruitment, Admissions, Athletics, University Advancement, Scholarships and Student Aid, Faculties and Schools, the Office of Graduate and Postdoctoral Studies and all graduate departments, Associate Deans in Faculty Student Affairs Offices, etc.).

Duties and responsibilities:

- Responsible for all aspects of managing employees engages in staff training and professional development, performance evaluation and succession planning, promoting a learning culture.
- Provides senior professional expertise in the development and implementation of policies, programs and systems that support the unit’s objectives and the University’s objectives. In collaboration with associate deans and directors in Graduate and Postdoctoral Studies and the faculties of Arts and Science, and with other senior student affairs staff, leads the review of pan-University student records policies, procedures; assures the documentation of processes and develops proposals for change. Creates and delivers training programs to ensure that processes are streamlined and documented and that changes are adhered to.
- Represents the University for Québec Permanent Code and related government reporting and funding activities. Ensures that government funding is maximized as it pertains to the Québec Permanent Code while mitigating the risk of loss of enrolment funding. Ensures that Ministry guidelines are appropriately interpreted and applied by university partners. Provides senior guidance, professional expertise, and reference guides to deans, graduate program directors, academic supervisors, and departmental administrators on all related matters.
- Responsible for resolving cases that may have a significant impact on the University’s reputation if not handled with the proper attention and as such, demonstrates empathy, tact and diplomacy when dealing with employees, students, parents and the general public.
- Oversees access to student records and collaborates with Secretariat in the enforcement of the Quebec Privacy Act, such as related to subpoenas, enrolment and degree verification by government agencies, and access to information requests.
- Oversees academic standing, graduation and grade submission procedures and assists Associate Registrar in establishing the deadlines and related activities for each term, along with best practices and guidelines. Ensures duplicate student records and records adjustments resulting from government reporting submissions are resolved in a timely manner by the unit.
- Oversees internal student record audits to promote data integrity across the university in the area of student records, and graduation. Analyses, interprets and reports enrolment data, survey results, service demand data and other registrarial data. Designs and implements projects that are aimed at improving service to students, faculty members and the general academic community.
- Leads student information system projects and enhancements with IT to develop new functionality, fix system bugs, create functional and technical specifications and ensure that programming meets those requirements.
- Acts on behalf of the Associate Registrar, attends senior level meetings representing Enrolment Services and represents the Registrar on key student record-related matters. Chairs the Postdoc Working Group Committee with membership from GPS, HR, APO, ISS and other units, and leads discussions on registering and hiring unionized and non-unionized postdocs at McGill, records management and best practices.
- Responds to media inquiries (interviews and information).
- Participates in provincial, national and international projects with partner institutions/organizations including ARUCC and BCI and the Minister of Education. Also develops and delivers workshops in National Conferences representing and promoting the University.
- Workload is significant and duties diverse in nature, time sensitive and often exceed standard hours, especially during peak periods. Pressure can be intense to meet deadlines, issue timely decisions, lead a diverse team and handle difficult inquiries from University departments, the provinci

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