Douglas College Looking for Assistant Registrar, Curriculum and Graduation at New Westminster, British Columbia, Canada Full Time

Shift N/A

Work Arrangements

What Douglas Offers

DO what you love. Be good at it. That’s how Douglas College defines a great career. It’s a philosophy that resonates through our classrooms, our offices and our boardrooms. It inspires our students and drives us to make Douglas College one of BC’s Top Employers. We love what we do. And we’re looking for passionate, motivated people to join us in making one of Canada’s best colleges even better.

The Role

Under the direction of the Associate Registrar, the Assistant Registrar is responsible for the day to day management and operations of the Curriculum and Graduation unit and team, ensuring high service levels and standards are met. The Assistant Registrar is responsible in ensuring the College is in compliance with College, provincial and federal policies, and reporting requirements. The Assistant Registrar leads, trains and supervises staff and ensures they are following current policies and procedures. The Assistant Registrar is responsible for providing leadership and developing a comprehensive training plan for the team. The Assistant Registrar is responsible for assessing and initiating change to existing services and developing new processes that will deliver effective services. The Assistant Registrar also advises faculty and college community on policies and procedures and trains College staff on policies and procedures pertaining to the College and Enrolment Services. The incumbent participates in the development, revision, and implementation of policies and procedures; participates in the planning of budget, resources requirements, allocations and deployment; recommends improvements for functionality of the system.

Responsibilities

MAJOR RESPONSIBILITIES :

The Assistant Registrar is accountable for the following duties, as applicable to their supervised area:

I. Planning and Development

• Develops, monitors, and implements objectives to achieve departmental goals to support the College strategic plan;
• Identifies, evaluates, reviews, implements and assesses changes to improve and/or streamline services and business process and policies;
• Implements and maintains communication strategies to inform students, faculty, staff, secondary schools, donors and other organizations about College programs. Reviews and recommends potential changes to communication strategies;
• Develops system specifications, tests, monitors, maintains and initiates corrective measures for all information management systems needs by liaising with appropriate individuals, departments, and organizations;
• Monitors changes in requirements and the production of reports and coordination of system implementation of system changes;

II. Operations Management and Liaison Activities

• Manages and plans the day-to-day activities of the operational area, ensuring consistency of practice and maintenance of excellent service levels;
• Responsible for implementing the service culture and designing the training to support staff to ensure the service expectations are met;
• Works with the Associate Registrar and Enrolment Services management team, designs and implements distributed service integration processes and practices;
• Supports the proper path of escalation in collaboration with the Associate Registrar and service owners, and ensures the continual improvement to services provided to students;
• Collaborates with and gives input to the College community by participating in committees, such as cross functional teams, and undertaking communications to determine feasibility and impact of policy and procedural changes as they relate to the unit or service team;
• Oversees the creation, maintenance and long term retention of prospective and student academic records and operation of systems and procedures, which may include, but not limited to, admissions, student grades, verification of degree progress, student academic standings, application of academic regulations, student athletic records, student athletics’ eligibility, and the collection of basic enrolment data, administration of course catalog, production of academic timetables, student financial aid & awards, curriculum;
• Verifies accuracy of data and data-entry practices in accordance with established policy and data standards and identifies issues and recommends solutions;
• Under the direction of the Associate Registrar, ensures integrity of systems by maintaining controls rules and validation tables relating to the curriculum administration, applicant and student records and related data;
• Makes decisions on exceptions to processes and policies related to the unit or service team or special case requests from students;
• Responsible for overseeing the maintenance of complex system tables which are the backbone of the student information system. Defines student information systems priorities for the unit or service team in consultation with the Associate Registrar and/or Registrar by consulting with key stakeholders within the unit and other departments and conducting research on trends to ensure strategic objectives for the unit are met;
• Responsible for the development and maintenance of procedural and training materials and tools;
• Serves as expert in unit systems related matters and maintains technical currency;

III . Evaluation, Quality Assurance and Compliance

• Ensures personnel are following current policies and procedures and processes are executed promptly and efficiently;
• Ensures compliance with institutional and governmental policies and procedures for programs (ie: student loans, student awards, emergency loans, advising, former youth in care, veteran affairs, confirmation of enrolments, systems access, grade changes, assessment of fees, etc.);
• Ensures process compliance with external agencies, such as government agencies and funding organizations, athletic eligibility confirmations, etc.;
• Extracts a variety of reports through queries and other analytical tools to assess performance of the unit, business process analysis, etc;
• Safeguards the security and privacy of student applications, records by administering the policies and procedures on the confidentiality of the applications, and student records, and in compliance with the provincial government’s legislation on Freedom of Information and Protection of Privacy;

IV. Leadership and Administration

• Leads and supervises unionized support staff including recruitment and selection, training, performance planning, evaluating and disciplining where appropriate;
• Ensures staff participate in required training and appropriate professional development that will support them to maintain and enhance the professional and job related skills to provide high level of service to support students;
• Directs general administration of a variety of student financial aid and awards, outreach, and advising programs including, ensuring compliance with established rules and regulations;
• Maintains currency with institutional and government policies and procedures;
• Interprets and adjudicates policies; provides input to College, provincial and federal governments, and external agencies on policy and procedures; assesses the impact of changes in policies and procedures on the operation of the section, recommending and implementing appropriate modifications to information and services provided to students. Implements new policies and changes to procedures as requested by the Associate Registrar and/or Registrar.
• Maintains digital fluency in a wide array of software applications and enterprise wide systems such as student information system, visual analytics systems, constituent relationship management software, degree audit, curriculum management software, content management systems, document management systems, etc.
• Analyzes, validates, specifies and verifies related business objectives, processes, and functions to optimize the use of technology and improve organizational effectiveness, efficiencies, and economies;
• Represents the College and College interests before external agencies, other institutions, various organizations and groups (e.g., Association of Student Awards Personnel of BC, the Canadian Association of Student Financial Aid Administrators, the Banner Financial Aid Consortium Committee, Association of Registrars of the Universities and Colleges of Canada, National Academic Advising Association, Transcript Working Group, EducationPlanner BC, etc.);
• Represents the College in the grievance procedure as required;
• Assists in planning, and preparing the departmental budgets and resource allocation;
• Represents the unit on various committee as designated by the Associate Registrar;
• Represents the College on external committee and with professional associations;
• Acts on behalf of the Associate Registrar in their absence as requested;

V. Other Related Duties

• Performs other related duties, as required.

To Be Successful in this Role You Will Need

• Established professional credibility as evidenced by a baccalaureate degree from an accredited post-secondary institution;
• A minimum of three years of supervisory and leadership experience in administering student financial aid & awards, advising, and/or customer service operations, preferably in a public post-secondary educational institution, including strong working knowledge and experience with Registrarial operations such as financial aid, scholarships and awards, advising, etc;
• A minimum of two years supervisory experience in a unionized environment;
• Demonstrated ability to supervise and lead including the ability to mentor and develop staff;
• Extensive knowledge of government student financial aid regulations and issues of compliance within Canadian post-secondary education;
• Demonstrated ability to interpret and apply policies and regulations;
• Demonstrated ability to model appropriate professional, ethical and collaborative behaviours consistent with the responsibilities of this position;
• Demonstrated ability in customer/student services and dealing in stressful, often emotionally charged situations;
• Demonstrated mature judgment and initiative;
• Excellent planning, organizational and administrative skills;
• Excellent knowledge of and ability to troubleshoot issues associated with student information systems;
• Demonstrated exceptional research, quantitative, and computer skills, including considerable knowledge of database applications (e.g. Student Information Systems, excel, tableau, etc.); and
• Demonstrated organizational, analytical, decision-making and problem solving skills and a track record of resolving diverse and complex problems;
• Demonstrated skill in the design and development of training documentations;
• Experience in business workflow design and business process improvements.

Link to Full Position Profile

Equity Statement

Douglas College is committed to fostering a diverse, inclusive and equitable learning and working environment. In support of this journey, we welcome all people to apply, including people from groups that are experiencing inequity, including, but not limited, to Indigenous Peoples, racialized or persons of colour, persons with mental or physical disabilities, persons who identify as women, and/or persons of marginalized sexual orientations, gender identities and expressions, and persons of all faith identities, age, marital status, and parental status.

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