Admissions and Student Record Manager

Cégep Heritage College is located in Gatineau, Québec, next to the National Capital Region’s Gatineau Park. It is the region’s only public, tuition-free, English-language college, offering innovative and personalized instruction across 19 Career, Pre-University and Continuing Education programs in its modern, state-of-the-art facilities. Cégep Heritage College is a vibrant multicultural institution with dedicated staff serving more than 1,200 students. It delivers educational programming that fosters extraordinary student-teacher interaction, student leadership and entrepreneurship, intercultural dialogue and engagement, and high-calibre athletics.
- COMPETITION NUMBERC23-24-MGMT-07
- DEPARTMENTAcademic Services
- PREDECESSORStéphanie Hébert-Potter
- IMMEDIATE SUPERVISORKelly McMahon
- TYPE OF HIRINGFull-time Regular
- WORK LOCATION325 boul. de la Cité-des-Jeunes, Gatineau, Quebec, Canada, J8Y6T3
- SALARY RANGE (ANNUAL)
- 61,320.00$ - 81,759.00$
- Under the supervision of the Academic Associate Dean - Registrar, the Admissions and Student Record Manager is responsible to assist in certain management functions (organization, direction, control and evaluation) of services related to student records management, student registration and admissions. The incumbent is also responsible to assist in the implementation and management of systems required for the registration of students and for the verification and control of departmental procedures related to the Registrar’s activities. The incumbent supports the mission, vision and goals of Cégep Heritage College in both the regular and continuing education sectors. Under the direction of the Academic Associate Dean - Registrar, the incumbent also assists with the management of the timetabling and exam scheduling process, and any activities related to the Academic Associate Dean - Registrar’s Office. This person is also responsible for the direct supervision of Administrative Technicians under his/her responsibility.
- FUNCTIONS
- The main areas of responsibility of the Admissions and Student Record Manager are to assist the Academic Associate Dean - Registrar more specifically in the following areas:

- Assist with the management of operating systems (CLARA, Omnivox and SRAM) and conduct operations related to the Academic Associate Dean - Registrar’s Office.
- Ensure that all students meet the eligibility requirements to study in a program or at the college (basis of admission in CLARA).
- Assist with the management and coordination of all operations related to student registration and file management (course selection, collection of fees, proof of attendance, schedule retrieval, course and college withdrawal, attendance validation, submission of final marks, permanent incompletes, mark changes, substitutions, equivalencies, failure follow-ups, tuition tax receipts, archiving, electronic filing, _commandite_ procedures, etc.) in accordance with College policies and Ministry regulations.
- Is responsible for the management and supervision of the work of Administrative Technicians in his or her services.
- Is responsible for the performance appraisal of the administrative technicians under his or her responsibility.
- Coordinate and validate the admission process for new applicants, change of program and returning students in all sectors of education (DEC, AEC and non-credit course offerings) according to College Policy and Ministerial regulations.
- Assist with the management and troubleshooting of transmission systems (SOCRATE, ADAN, SRAM, etc).
- Assist with the management of SRAM admission operations (DEC and AEC).
- Manage and coordinate admission operations including the evaluation of admission files, rendering of admission verdicts and ensure that students meet the Ministerial eligibility for the college and program..
- Manage and coordinate operations related to Québec residency and international admissions and ensure that all laws, policies and ministerial regulations are followed.
- Respond to admission related surveys and provide updates to the management team.
- Coordinate language placement operations (AEC and DEC).
- Manage the international student file (Admission, bursary exemptions, post-certification, etc.).
- Manage the DAX scanning system (Administrator) and ensure the rules related to the archiving conservation calendar is respected
- Manage Bylaw 5 and Academic standing systems
- Manage the AEC, Non-credit and DEC Admission calendars
- Assist with the management of inter-session operations: analysis of failures, substitutions, replacements and prerequisites.
- Is responsible to keep up-to-date all forms, reference guides and procedures related to the Academic Associate Dean - Registrar’s Office and ensure their accessibility.
- Coordinate the distribution of information regarding various operations under his/her responsibility.
- Ensure the confidentiality of student files and compliance with the Access to Information Act.
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