Associate Registrar Records and Systems

**Pclass #**
- AAL03**Job Summary**
- This position is a strategic leader within the Registrar’s Office and college community, supporting a student-centric approach to services and working collaboratively with the management team to develop and implement policies and procedures, processes, and systems that contribute to the mission, values and goals of student services area and the college. The incumbent has leadership and day-to-day managerial responsibility for designated functions in the areas of student records, systems, and training and audit services.**Job Duties/Responsibilities**
- 1. As a member of the Registrar’s Office management team, contributes to strategic direction:
- Supports the Registrar in the evaluation and monitoring of college policies and programs and recommends changes based on collaboration with the college community, research and best practice.
- Initiates and manages change to existing services and develops new processes that will deliver enhanced operations and services to students.
- Manages and facilitates special projects.

2. Responsible for leadership and management of the day to day operations for designated functional areas relevant to records, systems, training and audit:
- Leads in the management of the student information system and ensures that its services and functions are delivered effectively and efficiently; researches, champions and implements projects, services and new technology to provide enhanced customer service.
- Plans, manages and regularly reviews systems, processes and procedures in order to identify service or process gaps.
- Coordinates user training for job orientation and new student information systems or process implementation for all staff of student services and staff from schools and departments.
- Ensures data integrity and accuracy for all student information systems generated information, records and reporting.
- Ensures maintenance of safe and secure student records.
- Oversees the development and administration of procedure manuals.
- Develops and manages the production of internal and external reports.
- Implements management systems controls and conducts regular systems audits.
- Oversees the process of course articulation between VCC courses and other BC post-secondary institutions according to the BC Council on Admissions and Transfer.
- Oversees the processing of transfer credits for students and resolves issues as required.
- Oversees preparation of major college events and functions such as graduation.
- Provides input into the development, preparation and implementation of departmental budget and spending priorities; monitors and manages transactions and expenditures within assigned areas and projects.
- Establishes and maintains effective on-going communication with all organizational leaders regarding the management of a variety of matters relevant to their functional areas of responsibility.
- Understands and follows protocols established by the Registrar to appropriately communicate and escalate decisions outside the scope of their role.
- Coaches managers, supervisors and other college staff on strategies for resolving complex student and related customer service issues; may troubleshoot difficult situations on the front line.
- Adjudicates decisions regarding appeals and special requests for policy exceptions from students. Works alongside the Student’s Union of VCC to identify and resolve student issues.
- Works with the Registrar to oversee elections process for representatives on Education Council and Board of Governors, and assists Elections Committee as needed to ensure elections rules are enforced and elections are held in fair and transparent manner.

3. Responsible for human resources management in designated areas:
- Provides effective leadership, coaching and direction to their team, fostering a collaborative and service oriented culture to ensure a positive customer experience.
- Participates in the selection and evaluation of staff and assesses the overall effectiveness of the team to meet appropriate service levels.
- Ensures that all staff receives job orientation and appropriate training and ongoing support/professional development to meet their continuous learning needs.
- Administers the terms and conditions of the CUPE Collective Agreement, promotes effective union/management relations and represents management in the grievance process as appropriate.
- Mediates and resolves conflict between staff and the college community as required.

4. Other:
- Represents the Registrar’s Office or the College on appropriate internal and/or external committees or agencies.
- Acts on behalf of the Registrar in the Registrar’s absence; acts as a back up to the other Associate Registrar in their absence. Works collaboratively with the Student Services Manager.
- Participates in professional development to ensure currency of skills and to maintain knowledge of developments in student services and post-secondary edu