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Student Information Systems Assistant Registrar
3 months ago
Reporting to the Deputy Registrar of Student Records & Information Systems, the Assistant Registrar for Student Information Systems plays a pivotal role as a lead functional analyst, focusing on student enrollment, data management, and system operations. This role is essential in providing both technical and operational expertise in the administration of the student information system, along with associated systems such as scheduling, degree audits, electronic document management, and comprehensive reporting.
The Assistant Registrar is responsible for leading and supervising teams within Enrolment Services, collaborating closely with various leaders, managers, and staff across the university, including Information Technology Services, TRU World, Open Learning, Finance, IPE, faculties, and other relevant stakeholders.
The Assistant Registrar may also assume the responsibilities of Acting Deputy Registrar when necessary.
KEY RESPONSIBILITIES
The Assistant Registrar for Student Information Systems provides strategic leadership and direction regarding the functionality of student information systems. Key responsibilities include:
- Recruiting, hiring, and developing staff by implementing effective recruitment strategies, providing orientation and training, and assessing performance through coaching and mentoring.
- Supervising and guiding staff by fostering open communication, providing direction, and resolving work-related issues; assisting team members in defining shared and individual objectives to ensure alignment with team goals.
- Ensuring the integrity of the Banner Student module by maintaining controls, rules, and validation tables related to curriculum administration and student enrollment.
- Developing internal documentation and user training materials to support enrollment-related systems.
- Recommending revisions and optimizations for the Banner Student module and other enrollment-related systems as the university evolves.
- Maintaining the integrity and quality of student data by monitoring and enhancing data acquisition methods, business processes, data quality audits, and conducting quality assurance testing for system upgrades.
- Acting as an internal business systems analyst for Enrolment Services, evaluating business processes for efficient system use, advocating for new technologies, and liaising with other departments and external agencies to facilitate data exchange.
- Supervising operational reporting for Enrolment Services, including applicant, enrollment, communications, and student records data; mentoring staff in utilizing reporting tools.
- Collaborating with the Integrated Planning and Effectiveness department to ensure accurate interpretation of student data for institutional reporting needs.
- Serving as the primary Banner Student Distributed Security Manager, managing security access to Banner Student Forms and reports.
- Authoring, reviewing, and evaluating functional and technical specifications and business requirements related to student systems and enrollment services.
- Supporting university recruitment, conversion, and retention initiatives.
- Participating in the development and administration of departmental policies and procedures.
- Assisting in the planning, preparation, and monitoring of departmental budgets and resource allocation.
- Performing other related duties as assigned.
REPORTING STRUCTURE
Reports to the Deputy Registrar of Student Records & Information Systems.
QUALIFICATIONS
REQUIRED QUALIFICATIONS:
- Bachelor's degree required (Master's preferred).
- A minimum of five (5) years of full-time management experience in a post-secondary environment, preferably within a registrar's office.
REQUIRED SKILLS, ABILITIES, AND KNOWLEDGE:
- Proven experience as a functional analyst managing a student information system; preference for those with direct experience in the Banner Student module.
- Proficiency in using database reporting tools, including SQL.
- Experience in leading and motivating specialized and experienced functional/technical staff, as well as training junior staff in a unionized environment.
- Extensive knowledge of registrarial functions including student recruitment, admissions, records management, registration, grading, scheduling, curriculum, convocation, and reporting.
- Experience in business process analysis, including evaluating operations and procedures, formulating policy, and implementing new strategies.
- Excellent communication skills, capable of conveying technical and non-technical concepts to individuals with varying levels of technical expertise.
- Demonstrated success in project management and developing technical work plans.
- Experience in budget development and management at both departmental and project levels.
- Ability to collaborate effectively with internal and external partners.
- Knowledge of the Freedom of Information and Protection of Privacy Act (FIPPA).
- Strong analytical and organizational skills.
- Proven ability to exercise sound judgment, initiative, and maintain confidentiality.
