Assistant Registrar, Records and Registration

at  Douglas College

WORK ARRANGEMENTS

Regular hours of work are 8:30am to 4:30pm, Monday to Friday. Occasional travel between Douglas College’s locations as required. Please note that this position is available immediately so the start date is flexible.
Douglas College is committed to supporting a healthy work/life balance for employees. A hybrid work from home arrangement is available.

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

The Assistant Registrar is a key member of the Enrolment Services Leadership team, working in close collaboration with the other Assistant Registrars to deliver effective registrarial services. Under the direction of the Associate Registrar, the Assistant Registrar manages the day-to-day operations of the Student Records and Registration units at Douglas College that support credit and non-credit enrolment.
The Assistant Registrar provides leadership and is responsible for developing comprehensive training plans, supervising direct reports, and ensuring staff are following current policies and procedures. The Assistant Registrar is also responsible for assessing and initiating change to existing services, developing new processes that will deliver effective services, and ensuring that high service levels and standards are met.
The Assistant Registrar acts under the direction of the Associate Registrars and Registrar to implement and execute the strategic priorities of Enrolment Services and the strategic and academic plans of Douglas College, and participates in the development, revision, and implementation of policies and procedures; participates in the planning of budget, resources requirements, allocations and deployment; and recommends improvements for functionality of the system.

RESPONSIBILITIES

The Assistant Registrar is accountable for the following:

• Develops, monitors, and implements objectives to achieve departmental goals to support the College strategic plan;
• Manages and plans the day-to-day operations of the unit, ensuring consistency of practice and maintenance of excellent service levels;
• Ensures personnel are following current policies and procedures and processes are executed promptly and efficiently;
• Ensures process compliance with external agencies, such as government agencies and funding organizations;
• Maintains currency with institutional and government policies and procedures;
• 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;
• Makes decisions on exceptions to policies related to the unit or service team or special case requests from students;
• Interprets and adjudicates policies; Provides input to the provincial and federal governments, and external agencies on policy and procedures;
• Develops system specifications, tests, monitors, maintains and initiates corrective measures for all information management systems needs by liaising with appropriate individuals, departments, and organizations;
• Monitor changes in requirements and the production of reports and coordinating system implementation of system changes;
• 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, etc. );
• 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;
• 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 during absences as requested; and
• 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 enrolment operations, preferably in a public post-secondary educational institution, including strong working knowledge and experience with Registrarial operations such as student records, registration, scheduling, 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.);
• 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; and
• Demonstrated abilities that align with the Douglas College Core Competency Framework.