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Administrative Coordinator, Registrar's Office
3 months ago
NATIONAL OCCUPATION CODE: 13100
POSITION TYPE: FULL-TIME, 35 HOURS/WEEK
Reporting directly to the Registrar, the Administrative Support Officer plays a pivotal role in delivering extensive administrative assistance to the Registrar and the Registrar's Office. This position operates with a high degree of autonomy, facilitating, communicating, and coordinating effectively on intricate tasks, including responsibilities related to convocation and the administrative appeals process. The Administrative Support Officer is dedicated to enhancing the student experience, ensuring the integrity of applicant and student records, and possesses a comprehensive understanding of institutional policies and procedures. The ideal candidate will demonstrate strong interpersonal and analytical skills, exercising significant initiative and judgment to support the efficient functioning of the Registrar's Office.
Key Responsibilities:
Convocation Coordination
Under the guidance of the Registrar, provides focused support for convocation activities, which includes organizing staff involvement, faculty and platform gowning, and other logistical elements. Manages invitations, tracks participation, and oversees communications for numerous staff volunteering for convocation roles. Develops communication strategies and selection processes for staff participation, maintains training resources, and assists in staff training as necessary. Establishes communication protocols and content for faculty and staff gowning; directly engages with faculty and staff regarding gowning requirements; collaborates with the Executive Assistant to the President for platform party gowning; monitors gown requirements and liaises with vendors to ensure accurate gown orders; assists in reconciling vendor invoices. Maintains and updates complex spreadsheets, documents, and processes related to the convocation cycle, regularly informing the Registrar and the convocation working group. Participates in all convocation meetings, preparing agendas and taking meeting notes. Aids in reviewing convocation materials, including the convocation program, as required. Attends convocation events and actively supports ceremony activities as needed. Undertakes additional convocation responsibilities as assigned by the Registrar.Student Administrative Appeals Management
Collects, compiles, and analyzes information pertinent to student appeals for the Registrar's adjudication process. Addresses inquiries from students, staff, and faculty regarding the appeal process, status, or policy interpretation, which may involve analyzing individual appeal situations concerning MITT policies and procedures. Reviews and dispatches response letters for appeals on behalf of the Registrar. Ensures accurate documentation, tracking, and reporting of appeals and complaints. Maintains confidentiality and discretion while communicating sensitive information to faculty, students, staff, and the public; manages applicant, student, and alumni records, ensuring compliance with privacy policies.Administrative Support to the Registrar
Assists with the Registrar's calendar and meeting arrangements, prioritizing appointments and resolving scheduling conflicts. Provides support to committees or working groups led by the Registrar and others as necessary; organizes meeting venues, coordinates logistics, prepares and distributes materials, and takes and circulates minutes. Aids in the financial management of the Registrar's Office; reconciles, compiles, and submits credit card statements, invoices, monthly expenses, and travel claims as required. Collaborates with the Academic Support Officer, Executive Assistants, and other administrative personnel to facilitate inter-departmental communication and activities. Maintains intricate electronic and paper filing systems; organizes new filing systems as necessary, creates files and records, purges outdated files, and retrieves documents as needed. Occasionally arranges travel for the Registrar, either independently or through a travel agent; books flights, accommodations, and car rentals; compiles itineraries and agendas; secures necessary approvals per institutional policy. Performs routine office management tasks as needed; assists in maintaining an organized, efficient, and productive office environment; ensures office equipment is operational and arranges for repairs or services when necessary; provides coverage during administrative staff absences. Promotes a positive representation of the Registrar's Office; addresses all inquiries within the scope of the Administrative Support Officer's role, resolves issues or refers inquiries to the appropriate individual or department, and follows up to ensure satisfaction.Required Qualifications and Experience:
A combination of relevant education and experience may be considered.
A minimum of five years of progressively responsible administrative and/or clerical experience. Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and other software, such as Adobe and OneNote. Familiarity with online video conferencing and streaming applications (e.g., Teams, Zoom) is preferred.Additional Qualifications and Experience:
Experience providing administrative support in a post-secondary educational environment is preferred. Familiarity with student information systems and other educational software is an asset. Experience supporting senior-level managers or executives is advantageous.