Assistant, Registrar Office

2 weeks ago

Ottawa, Ontario, Canada Saint Paul University Full time

Job Summary

The Registrar Office Assistant plays a vital role in supporting the day-to-day activities of the Registrar's Office at Saint Paul University. Under the direction of the Manager, Registrar's Office, the incumbent actively participates in all activities of the OARSS, including scheduling, registration, final grade entry, classroom assignment, and record keeping.

The incumbent manages the sector's email boxes and is called upon to greet students for certain services, such as general information, student cards, and other related matters.

The Registrar Office Assistant coordinates activities related to the process of producing course and final exam schedules and classroom allocations. The incumbent is responsible for the compilation of reports for classroom maintenance and schedules examinations for students who require accommodations.

During the registration period, the incumbent is also responsible for welcoming and informing independent and exchange students about the registration process. The incumbent is also called upon to manage simple cases of students enrolled in various programs and may be called upon to assist in the verification of degree requirements for graduation.

Key Responsibilities

  • Student services in the areas of registration, graduation, transcript requests, and academic records.
  • Participate in 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 special students, including computerized solutions.
  • Participate in 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.
  • Participate in the verification of registration data for reporting to MTCU of Ontario each term and make corrections as required.
  • Participate in the production of official transcripts by ensuring that waiting periods are met and that quality control mechanisms for transcripts and letters of completion are followed.
  • Participate in the production of student and uPass cards while ensuring that the student's account is in good standing. Also produce employee cards.
  • Perform archiving of 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.
  • Participate in the management of generic email boxes, such as registrar, undergraduate, and graduate, and ensure the necessary follow-ups.
  • Participate in the verification of 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 ensure that the information between uoCampus and Eventpro - the room scheduling system, 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 the faculties and determine if the changes are essential according to the instructions received from management.
    • Oversee the production of the final timetables for courses and examinations, ensuring that deadlines are met (operating schedule, publication on the WEB, etc.).
    • Oversee the organization of exams for students requiring specific accommodations approved in advance.
  • Other:
    • Plan, organize, and evaluate Destination Réussite (DR) workshops - the 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; is called upon to resolve simple cases by consulting and following academic regulations affecting undergraduate studies; is called upon to interpret and explain academic regulations to students and anyone else who questions them.
    • Work closely with the Academic Advisor of the graduate programs in various tasks; is called upon to resolve simple cases by consulting and following academic regulations affecting graduate studies; the incumbent is called upon to interpret and explain academic regulations affecting graduate studies to students and any other person who questions them.
    • Participate in the course evaluation process by 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

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