Assistant Registrar, Academic Records

at  McGill University

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Position Summary:
Reporting to the Associate Registrar, this position oversees the professional management of official student academic records from admissions to graduation and is responsible for the integrity of the student record for undergraduate and graduate students, postdoctoral fellows, and research trainees. Supports the strategic plans and mission statements of the University, Student Life and Learning and adheres to provincial Ministry regulations. Accountable for providing excellent services to students and plays a key leadership role in McGill’s goal to be a student-centered University.
Manages a team of registrarial professional and administrative staff and collaborates with other units in Enrolment Services and throughout the University (e.g. Service Point, Recruitment, Admissions, Athletics, University Advancement, Scholarships and Student Aid, Faculties and Schools, the Office of Graduate and Postdoctoral Studies and all graduate departments, Associate Deans in Faculty Student Affairs Offices, etc.).

Duties and responsibilities:

• Responsible for all aspects of managing employees engages in staff training and professional development, performance evaluation and succession planning, promoting a learning culture.
• Provides senior professional expertise in the development and implementation of policies, programs and systems that support the unit’s objectives and the University’s objectives. In collaboration with associate deans and directors in Graduate and Postdoctoral Studies and the faculties of Arts and Science, and with other senior student affairs staff, leads the review of pan-University student records policies, procedures; assures the documentation of processes and develops proposals for change. Creates and delivers training programs to ensure that processes are streamlined and documented and that changes are adhered to.
• Represents the University for Québec Permanent Code and related government reporting and funding activities. Ensures that government funding is maximized as it pertains to the Québec Permanent Code while mitigating the risk of loss of enrolment funding. Ensures that Ministry guidelines are appropriately interpreted and applied by university partners. Provides senior guidance, professional expertise, and reference guides to deans, graduate program directors, academic supervisors, and departmental administrators on all related matters.
• Responsible for resolving cases that may have a significant impact on the University’s reputation if not handled with the proper attention and as such, demonstrates empathy, tact and diplomacy when dealing with employees, students, parents and the general public.
• Oversees access to student records and collaborates with Secretariat in the enforcement of the Quebec Privacy Act, such as related to subpoenas, enrolment and degree verification by government agencies, and access to information requests.
• Oversees academic standing, graduation and grade submission procedures and assists Associate Registrar in establishing the deadlines and related activities for each term, along with best practices and guidelines. Ensures duplicate student records and records adjustments resulting from government reporting submissions are resolved in a timely manner by the unit.
• Oversees internal student record audits to promote data integrity across the university in the area of student records, and graduation. Analyses, interprets and reports enrolment data, survey results, service demand data and other registrarial data. Designs and implements projects that are aimed at improving service to students, faculty members and the general academic community.
• Leads student information system projects and enhancements with IT to develop new functionality, fix system bugs, create functional and technical specifications and ensure that programming meets those requirements.
• Acts on behalf of the Associate Registrar, attends senior level meetings representing Enrolment Services and represents the Registrar on key student record-related matters. Chairs the Postdoc Working Group Committee with membership from GPS, HR, APO, ISS and other units, and leads discussions on registering and hiring unionized and non-unionized postdocs at McGill, records management and best practices.
• Responds to media inquiries (interviews and information).
• Participates in provincial, national and international projects with partner institutions/organizations including ARUCC and BCI and the Minister of Education. Also develops and delivers workshops in National Conferences representing and promoting the University.
• Workload is significant and duties diverse in nature, time sensitive and often exceed standard hours, especially during peak periods. Pressure can be intense to meet deadlines, issue timely decisions, lead a diverse team and handle difficult inquiries from University departments, the provincial government and students.

Other Qualifying Skills and/or Abilities:
The search committee is seeking an individual with both leadership and managerial experience in an educational setting or comparable industry. Demonstrated integrity, with an ability to strategize as well as lead a team of professionals by employing exemplary coaching and mentoring capacities. Client-focused with demonstrated skills in planning, organizing, priority setting, budgeting, and problem-solving. Proven ability to work in a fast-paced environment and to effectively manage multiple projects within tightly prescribed deadlines. Ability to work autonomously and manage own schedule and that of direct reports. Professional attitude, diplomacy, and ability to collaborate with others to reach objectives in a team environment. Superior speaking and writing skills in both English and French. Discretion and confidentiality in dealing with highly sensitive information and data. Advanced budget and financial experience are required. Dynamic and self-motivated, with strong organizational abilities.
Knowledge of French and English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level #4 on a scale of 0-4.
Minimum Education and Experience:
Bachelor’s Degree 5 Years Related Experience with Bachelor’s Degree /
Annual Salary:
(MPEX Grade 07) $87,090.00 - $108,860.00 - $130,630.00
Hours per Week:
33.75 (Full time)
Supervisor:
Associate Registrar
Position End Date (If applicable):
Deadline to Apply:
2024-04-25
McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence,
accessibilityrequest.hr@mcgill.ca.

• Responsible for all aspects of managing employees engages in staff training and professional development, performance evaluation and succession planning, promoting a learning culture.
• Provides senior professional expertise in the development and implementation of policies, programs and systems that support the unit’s objectives and the University’s objectives. In collaboration with associate deans and directors in Graduate and Postdoctoral Studies and the faculties of Arts and Science, and with other senior student affairs staff, leads the review of pan-University student records policies, procedures; assures the documentation of processes and develops proposals for change. Creates and delivers training programs to ensure that processes are streamlined and documented and that changes are adhered to.
• Represents the University for Québec Permanent Code and related government reporting and funding activities. Ensures that government funding is maximized as it pertains to the Québec Permanent Code while mitigating the risk of loss of enrolment funding. Ensures that Ministry guidelines are appropriately interpreted and applied by university partners. Provides senior guidance, professional expertise, and reference guides to deans, graduate program directors, academic supervisors, and departmental administrators on all related matters.
• Responsible for resolving cases that may have a significant impact on the University’s reputation if not handled with the proper attention and as such, demonstrates empathy, tact and diplomacy when dealing with employees, students, parents and the general public.
• Oversees access to student records and collaborates with Secretariat in the enforcement of the Quebec Privacy Act, such as related to subpoenas, enrolment and degree verification by government agencies, and access to information requests.
• Oversees academic standing, graduation and grade submission procedures and assists Associate Registrar in establishing the deadlines and related activities for each term, along with best practices and guidelines. Ensures duplicate student records and records adjustments resulting from government reporting submissions are resolved in a timely manner by the unit.
• Oversees internal student record audits to promote data integrity across the university in the area of student records, and graduation. Analyses, interprets and reports enrolment data, survey results, service demand data and other registrarial data. Designs and implements projects that are aimed at improving service to students, faculty members and the general academic community.
• Leads student information system projects and enhancements with IT to develop new functionality, fix system bugs, create functional and technical specifications and ensure that programming meets those requirements.
• Acts on behalf of the Associate Registrar, attends senior level meetings representing Enrolment Services and represents the Registrar on key student record-related matters. Chairs the Postdoc Working Group Committee with membership from GPS, HR, APO, ISS and other units, and leads discussions on registering and hiring unionized and non-unionized postdocs at McGill, records management and best practices.
• Responds to media inquiries (interviews and information).
• Participates in provincial, national and international projects with partner institutions/organizations including ARUCC and BCI and the Minister of Education. Also develops and delivers workshops in National Conferences representing and promoting the University.
• Workload is significant and duties diverse in nature, time sensitive and often exceed standard hours, especially during peak periods. Pressure can be intense to meet deadlines, issue timely decisions, lead a diverse team and handle difficult inquiries from University departments, the provincial government and students