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Assistant, Registrar Office

2 months ago

Ottawa, Ontario, Canada Saint Paul University Full time
Job Summary

Under the direction of the Manager, Registrar's Office, the incumbent plays a key role in the day-to-day operations of the Office of the Associate Vice-President, Student Enrollment Management. The incumbent is responsible for providing administrative support in the areas of student services, registration, graduation, transcript requests, and academic records.

Key Responsibilities
  • Provide exceptional customer service to students, faculty, and staff in the Registrar's Office.
  • Assist with the verification and registration of special students, course selection changes/cancellations, and record appropriate comments to the files.
  • Participate in the identification of solutions to improve the efficiency of the special student process, including computerized solutions.
  • Assist with the registration of certain students in programs offered by the University.
  • Participate in information and registration sessions for new admissions.
  • Participate in the activities surrounding Convocation.
  • Verify registration data for reporting to MTCU of Ontario each term and make corrections as required.
  • Produce official transcripts, ensuring that waiting periods are met and quality control mechanisms for transcripts and letters of completion are followed.
  • Produce student and uPass cards while ensuring that the student's account is in good standing. Also produce employee cards.
  • Archive student records according to Saint Paul University policy.
  • Act as a resource person for students in the use of Web tools to facilitate their registration and provide them with information.
  • Manage generic email boxes, such as registrar, undergraduate, and graduate, and ensure necessary follow-ups.
  • Verify the entry and approval of final grades in the student system and follow up with faculties when final grades are not entered.
Production of Course and Exam Schedules and Classroom Assignments
  • Responsible for classroom assignments, ensuring that guidelines given to faculties are followed and that information between uoCampus and Eventpro is consistent.
  • Communicate with faculty schedulers to discuss problems encountered and propose solutions to improve the process.
  • Inform the supervisor of any requests for changes to the course schedule or exam schedule submitted by faculties and determine if the changes are essential according to instructions received from management.
  • Oversee the production of final timetables for courses and examinations, ensuring that deadlines are met.
  • Oversee the organization of exams for students requiring specific accommodations approved in advance.
Other Responsibilities
  • Plan, organize, and evaluate Destination Réussite (DR) workshops, serving as a liaison between the Ontario Ministry of Education's (DR) section and Saint Paul University.
  • Maintain the budget for the Office of the Associate Vice-President, Student Enrollment Management.
  • Assist in the development of promotional materials/objects.
  • Work closely with the Academic Advisor of the undergraduate programs in various tasks, resolving simple cases by consulting and following academic regulations affecting undergraduate studies.
  • Work closely with the Academic Advisor of the graduate programs in various tasks, resolving simple cases by consulting and following academic regulations affecting graduate studies.
  • Participate in the course evaluation process, working closely with the Manager, Registrar's Office, and the coordinator of BLUE of the University of Ottawa.
Essential Skills and Qualifications
  • College diploma in administration or another relevant field.
  • Two (2) years of relevant experience.
  • General knowledge of the university system and admissions processes in Canada.
  • Knowledge of SPU university programs is an asset.
  • Experience in managing complex systems.
  • Knowledge of academic information systems such as uoCampus.
  • Teamwork skills.
  • Strong interpersonal communication skills.
  • Methodical approach to work and attention to detail.
  • Ability to effectively manage files independently, complete multiple projects simultaneously, and prioritize tasks to meet strict deadlines.
  • Ability to inform, interpret, explain, advise on programs and regulations, and ensure that procedures are followed.
  • Ability to train people with clarity and sensitivity.
  • Strong sense of service, ability to relate courteously and effectively to all levels (students, faculty, school assistants, supervisors, administrators).
  • Initiative, responsibility, judgment.
  • Ability to solve problems on one's own.
  • Bilingualism.