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Assistant, Registrar Office

7 months ago

Ottawa, Canada Saint Paul University Full time

SUMMARY

Under the direction of the Manager, Registrar’s Office, the incumbent actively participates in all activities of the OARSS such as 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 (general information, student card, etc.)

The incumbent 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. The incumbent schedules examinations for students who require accommodations.

During the registration period, the incumbent is also responsible for welcoming and informing independent (special) and exchange students about the registration process. The incumbent is also called upon to manage simple cases of students enrolled in the various programs. The incumbent 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, academic records.

Under the supervision of the Manager, Registrar’s Office:

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 the special student including computerized solutions; participate in the registration of certain students in programs offered by the University; participate, as required, in information and registration sessions for new admissions; participate, as required, in the activities surrounding Convocation; participate in the verification of registration data for reporting to MTCU of Ontario each term and makes 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 as well as 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 resource person for students in the use of Web tools to facilitate their registration and provides them with information; participate in the management of generic email boxes, such as registrar, undergraduate and graduate; 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:

Under the supervision of the Manager, Registrar’s Office:

responsible for classroom assignments ensuring that guidelines given to faculties are followed; ensure that the information between uoCampus and Eventpro - the room scheduling system, is consistent; communicate with faculty schedulers to discuss problems encountered and to propose solutions to improve the process; inform his/her 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; oversees 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

Is called upon to work on the following or provide support in the following tasks:

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 QUALIFICATION

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

Interested candidates are requested to submit an online application at  by 

June 25th, 2024 at 11:59 pm.

We thank all applicants for their interest in this position. We will be contacting only those candidates who have been chosen for the next step of the selection process. 

We are committed to ensure employment equity and we encourage the participation of all individuals eligible to work in Canada. If your application is successful and you require accommodation during the selection process, please notify us if you are contacted for an interview. Your personal information is protected under the provisions of the Privacy Act.