Associate University Registrar, Enrolment Systems and Operations

COVID 19 On-Campus Requirements

Prior to May 1 2022 the University required all students faculty staff and visitors (including contractors) to declare their COVID-19 vaccination status and provide proof that they were fully vaccinated or had an approved accommodation to engage in in-person University activities. These requirements were suspended effective May 1 2022 but the University may reinstate them at any point.

About Queens University

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We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women racialized/visible minorities Indigenous/Aboriginal peoples persons with a disability persons who identify in the LGBTQ community and others who reflect the diversity of Canadian society.

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Job Summary

Reporting to the University Registrar the Associate Registrar Enrolment Systems & Operations provides strategic and operational leadership in the development delivery analysis and continuous improvement of student information systems student records registration management academic scheduling examinations reporting and ministry enrolment reporting within the Office of the University Registrar (OUR). This position plays a critical role in ensuring effective student-centred services while supporting academic program delivery enrolment management compliance with government regulations and the universitys strategic priorities.

The Associate Registrar is responsible for the functional leadership and administration of the student information system (currently PeopleSoft Campus Solutions) and its integrated systems ensuring the security integrity and availability of student data. The incumbent oversees the management of student academic records and documentation leads the development of academic schedules coordinates exam operations ensures the effective management of registration processes and oversees the timely and accurate submission of internal and external reports including those required by government and regulatory bodies.

A key member of the OUR Senior Management Team the Associate Registrar leads cross-functional initiatives to enhance service excellence data stewardship and process improvement across all OUR units. The incumbent collaborates extensively with academic and administrative partners Information Technology Services (ITS) and external partners to ensure operational alignment and efficiency. The Associate Registrar maintains active involvement with professional organizations such as OURA ARUCC and OUAC to ensure Queens University interests are represented and to support professional development for themselves and their team. The Associate Registrar also serves as Acting University Registrar as required contributing to the leadership and direction of the OUR.

The Associate Registrar plays an important role in the Universitys efforts to enhance indigenization equity diversity inclusion accessibility and anti-racism while contributing to the shared mission of supporting and engaging student in safe and meaningful ways.

Job Description

KEY RESPONSIBILITIES:
Strategic Leadership and Collaboration
Collaborate with OUR leadership to develop and implement strategic initiatives that advance divisional and institutional priorities.
Ensure alignment of student information systems records management processes registration management academic scheduling exams operations reporting and ministry compliance with the goals of the OUR Division of Student Affairs and the University.
Establishes and maintains effective working relationships with the Vice-Provost (Teaching and Learning) portfolio including the Centre for Teaching and Learning to ensure registrarial systems scheduling and support align with evolving pedagogical needs and academic-integrity requirements.
Foster a culture of collaboration continuous improvement and innovation across all OUR units.
Lead and manage project teams comprised of institutional colleagues fostering collaboration and resolving challenges to deliver learner-driven services.
Provide counsel to the Registrar regarding a wide range of issues from student concerns to the impact of legislative and policy changes to system and process development.
Act as a change leader for new initiatives impacting systems student records registration scheduling exams and reporting services.
Serve as Acting University Registrar when required.

Systems Management
Lead functional management of the student information system (currently PeopleSoft Campus Solutions) and integrated systems supporting admissions registration student records financial aid scheduling exams and reporting ensuring the accuracy integrity security of academic records and the registration process.
Coordinate system upgrades patches enhancements and testing activities in collaboration with ITS and external partners.
Ensure the security integrity and effective use of student data across the OUR.
Oversee the design testing and deployment of system improvements ensuring potential impacts are assessed across OUR units.
Provide leadership to ensure that all OUR units are effectively leveraging technology and systems to support efficient coordinated and innovative operations that meet the evolving needs of students faculty and staff.

Student Records Registration and Data Stewardship
Lead the development preparation and submission of internal and external reports related to enrolment student records graduation retention funding and ministry compliance ensuring the accuracy integrity and completeness of all reports.
Oversee the production of official documentation (e.g. transcripts degrees credentials) and records retention in accordance with university policy and legislation (e.g. FIPPA).
Act as the institutional expert in records registration and systems providing expert advice to internal partners and faculties and collaborating with provincial and national counterparts.
Oversee the development implementation and management of academic scheduling including timetables room allocations and scheduling support.
Lead the planning and execution of exams ensuring efficient student-focused scheduling and exams operations that meet institutional and faculty needs in collaboration with academic units and service departments.
Collaborate with institutional research and planning offices to support enrolment management retention strategies and strategic reporting initiatives.
Continuously improve data quality reporting processes and access to actionable student information.
Direct the planning and delivery of centrally scheduled examinations including room assignment conflict resolution accommodation logistics invigilation protocols and secure assessment material handling
Ensure that timetable design and room allocation decisions reflect institutional priorities.
Identify recommend and implement enhancements to workflows service delivery and digital processes.

Human Resources & Financial Management
Direct the financial management of the units budget.
Analyze statistical and financial information to establish the units annual operating budget.
Plan prioritize and manage the work of employees providing strategic and tactical advice guidance and coaching. Identifies the need for staff resources participates on staffing committees and makes effective recommendations regarding employee selection.
Manage performance by establishing performance standards reviewing and evaluating performance and conducting formal performance reviews on an ongoing basis.
Assess staff training and development needs and ensure that employees receive training required to improve and sustain successful performance.
Investigate address and resolve employee/labour relations issues including disciplinary matters. Make decisions or effective recommendations on matters involving possible discipline discharge and probationary termination.

REQUIRED QUALIFICATIONS:
Undergraduate degree in relevant field required (Business Public Administration Education Technology Information Systems); Graduate degree preferred.
Minimum ten years demonstrated experience leading a large team of people in post-secondary systems and/or records management.
An equivalent combination of education and experience may be considered.
Progressive management and leadership experience in a complex service-oriented environment.
Expertise with enterprise student information systems (e.g. PeopleSoft Campus Solutions) and experience leading system implementations and upgrades.
Strong project management skills with experience managing complex cross-functional projects.
Demonstrated ability to build collaborative working relationships across diverse teams.
Working knowledge of accommodation legislation (e.g. AODA) and best practices for accessible assessment logistics.
Knowledge of academic policies student records regulations enrolment reporting and data privacy legislation.
Excellent communication consultation problem-solving and analytical skills.
Commitment to student-centred service equity diversity inclusion Indigenization and accessibility principles.

SPECIAL SKILLS:
Communication: listens to others and expresses ideas orally and in writing in a professional and effective manner to ensure that complex messages recommendations and impacts are conveyed clearly and credibly. Readily shares information and knowledge with others.
Builds Relationship: develops and maintains relationships with individuals at every level of the university to support and achieve organizational goals and objectives.
Change Management: facilitates the change process by invoking change management principles and practices and recognizing and dealing with resistance to change.
Planning and Organizing: establishes a clearly defined course of action to accomplish goals and to organize work efforts in a complex environment with multiple competing demands priorities and deadlines. Allocates time and manages resources effectively ensuring accuracy.
Initiative: demonstrates a continuous commitment to improvement and development and encourages the participation of others by demonstrating the value of appropriate urgency and action.
Strategic Perspective: understands the strategic direction of the organization and unit and uses this information to develop responsibilities tasks goals and Human Resource initiatives that align with long-term plans and growth.
Diversity Management: demonstrated ability to work with diverse groups and commitment to indigenization equity diversity inclusion accessibility and anti-racism.
Leadership: ability to inspire a diverse and high performing team to work towards shared objectives and optimize team effectiveness by engaging diverse perspectives and empowering others.
Client Orientation: fosters a client focused culture assisting to establish service standards and develop strategies and policies to ensure standards are met.
Business Acumen: carries out strategy with a clear understanding of trends and dynamics that affect the university and unit. Demonstrates business foresight along with the ability to integrate diverse perspectives.
Decision Making and Judgement: superior judgement tact and political acuity required to address sensitive topics and effectively manage relationships.
Collaboration and Teamwork: fosters a culture of cooperation and encourages positive team dynamics to build synergies. Understand and enable diverse viewpoints and approaches to achieve objectives and goals. Gives and receives feedback regarding the impact of behaviour on the group.

DECISION MAKING:
Determine and prioritize the allocation of resources for initiatives in the Enrolment Systems and Operations Team including budget management.
Makes decisions by weighing several factors for complex situations for which there may be incomplete or contradictory information. Involves the correct people in the decision-making process and develops and recommends solutions that balance competing priorities address the root cause of the problem and prevent recurrence.
Assess and mitigate risk through providing appropriate advice training and coaching to management.
Determine the content of correspondence reports and proposals including the development of procedures.
Recommend changes and modifications to policies procedures and guidelines.
Determine when and who to involve or consult in unusual situations that may set future precedents.
Make judgments on the application of policies and procedures.
Prioritize time and duties within an environment with multiple competing interests to ensure work is completed within required deadlines.
Decide on nature and content of presentation for training and development sessions.
Decide on the nature and content of agenda topics and background information for meetings.
Evaluates job candidates and makes effective recommendations on suitable hires.
Makes decisions and/or effective recommendations regarding transfers and promotions.
Evaluates employee performance and decides on appropriate training or coaching to address lack of proficiency in carrying out responsibilities or remedial action for staff disciplinary situations.
Assesses investigation outcome of grievances and makes effective recommendations on appropriate course of action or next steps on grievances.
Makes effective recommendations on level of discipline up to discharge and probationary termination.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queens is strongly committed to employment equity diversity and inclusion in the workplace and encourages applications from Black racialized persons Indigenous people women persons with disabilities and 2SLGBTQI persons. In accordance with Canadian Immigration requirements priority will be given to those who are legally eligible to work in Canada.

The University provides support in its recruitment processes to all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code including those with disabilities. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at .