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Assistant, Registrar Office

2 months ago

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

The Registrar Assistant will provide administrative support to the Registrar's Office at Saint Paul University. This role will involve coordinating activities related to course and exam scheduling, classroom assignments, and record keeping.

Key Responsibilities
  • Student Services
    • Provide support to students with registration, graduation, transcript requests, and academic records.
  • Registration and Scheduling
    • Coordinate the verification and registration of special students, course selection changes/cancellations, and record comments.
    • Participate in the identification of solutions to improve the efficiency of special student registration, including computerized solutions.
    • Register students in programs offered by the University.
    • Participate in information and registration sessions for new admissions.
    • Participate in Convocation activities.
    • Verify registration data for reporting to MTCU of Ontario each term and make corrections as required.
    • Produce official transcripts, ensuring waiting periods are met and quality control mechanisms are followed.
    • Produce student and uPass cards, ensuring student accounts are in good standing.
  • Classroom Assignments and Scheduling
    • Assign classrooms, ensuring guidelines are followed and information between uoCampus and Eventpro is consistent.
    • Communicate with faculty schedulers to discuss problems and propose solutions.
    • Inform supervisors of requests for changes to course or exam schedules submitted by faculties.
    • Oversee the production of final timetables for courses and examinations, ensuring deadlines are met.
    • Organize exams for students requiring specific accommodations.
  • Other Responsibilities
    • Plan, organize, and evaluate Destination Réussite workshops.
    • Maintain the budget for the Office of the Associate Vice-President, Student Enrollment Management.
    • Assist in the development of promotional materials.
    • Work closely with Academic Advisors to resolve simple cases and interpret academic regulations.
    • Participate in the course evaluation process.
    Essential Skills and Qualifications
    • College diploma in administration or a relevant field.
    • Two 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 procedures are followed.
    • Ability to train people with clarity and sensitivity.
    • Strong sense of service, ability to relate courteously and effectively to all levels.
    • Initiative, responsibility, judgment.
    • Ability to solve problems on one's own.
    • Bilingualism.