Address
Form of workPosition Information
Position Title Associate Registrar Posting Number 02086SA Location Hybrid / New Westminster Campus / Coquitlam Campus Grade or Pay Level A - Pay Band 12 Salary Range Min- $96,164, Control Point- $128,219, Max- $141,041. Placement within a salary band is typically up to the Control Point based on a review of skills, experience and internal equity. The College may place over Control Point in limited circumstances. Position Type Administration - Regular Posting Type Internal/External Regular/Temporary Regular Employment Type Full-Time Posting Category Administration Start Date 02/12/2024 End Date Day of the Week Mondays to Fridays Shift N/A Work Arrangements
Please note that this position is available effective February 2024, however, the start date is flexible. Regular hours of work are 8:30 am to 4:30 pm, Monday to Friday. Occasional travel between Douglas College's locations as required. Hybrid work arrangements are 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
Under the direction of the Registrar, the Associate Registrar works collaboratively with other Associate Registrars to develop, organize, lead and administer activities and services that meet the needs of students, faculty and other service users, efficiently and effectively enabling Douglas College to achieve its enrolment and retention goals.
The Associate Registrar is a strategic leader, collaborator, facilitator and administrator within the department and working across the College with colleagues, students and community partners to achieve the objectives of the College and the Department. The Associate Registrar is responsible for overseeing, planning, managing, and implementing a variety of functions, initiatives and projects within Enrolment Services. This position provides strategic leadership to the day to day operations of specific specialized tasks and operational including implementation of policy and management of staff, evaluating the operational effectiveness of implemented projects.
Responsibilities
The Associate Registrar is a member of the leadership team of the department. Each Associate Registrar will be responsible for a portfolio which is made up of a combination of the following operational areas:
- •Academic Advising •Admissions •Assessment Services •Continuing Education Registration •Curriculum and Graduation •Enrolment Services Advising •Scheduling and Timetabling •Student Appeals •Student Financial Aid & Awards •Student ID •Student Reporting •Student Systems •Student Records and Registration •Training for the College community on student administrative systems and policies related to student enrolment •Tuition and fee assessment and payment •Transfer Credit Articulation and Evaluation
- •Continuing Education Registration •Curriculum and Graduation •Scheduling and Timetabling •Student Records and Registration
MAJOR RESPONSIBILITIES
Under the general direction of the Registrar, the Associate Registrar is accountable for the following duties, as applicable to their responsible portfolio:
I. Leadership, Planning and Development
- •Initiates, envisions, reviews, develops and implements new policies, processes, procedures, and technologies; •Assesses and initiates change to existing services and develops new processes that will deliver effective operations and services within Enrolment Services; •Monitors, evaluates, recommends and implements leading practices, systems and processes that support student enrolment management values and student success; •Initiates, researches, recommends and actively participates in policy changes and new policies and related procedures on student enrolment related matters; •Provides leadership for the development, design, delivery and assessment of programs and services provided by the units ensuring goals and key performance indicators are achieved; •In conjunction with the Registrar, manages the planning, security, maintenance and administration of all student information systems relating to College operations; •Initiates, co-ordinates, plans and supports the implementation, development and maintenance of Enrolment Services' needs and responsibilities for the Student Information System and other related computer systems collaboratively with appropriate stakeholders; •Develops and manages the production of internally and externally driven reports including statistical reports; •In conjunction with the Registrar, prepares, implements and manages department budgets and strategic and tactical plans; •Leads long-term and annual planning processes for their respective portfolios; •Explores, researches, analyzes, recommends for funding, implements and maintains emerging technologies to support and/or enhance effective delivery of services within the Registrar's Office.
II.Operations Management and Liaison Activities
- •Manages and provides strategic leadership to the day to day operation of the designated units at all campuses; •Works collaboratively with Deans, Associate Deans and discipline coordinators/chairs on enrolment related matter (i.e.: admissions, curriculum, graduation, registration, etc.); •Authorizes and approves exceptions to policies related to refunds, registration issues, withdrawals, graduation eligibility, probation and special case requests for students; •Participates in and/or manages special projects, oversees needs assessment, viability studies and survey, provides administrative guidance, liaises with stakeholders, conduct research, prepares reports and provides advice to support decision making; •Manages the content accuracy, updating, and disseminating of a wide range of College material and information including, the online catalogue, admissions, program and registration information, course and examination schedules and timetables, student financial aid and awards, and a variety of service and informational material. Also manages the updating of external websites such as BC Online Transfer Guide and Education Planner a national website for post-secondary institutions; •Collaborates with internal and external stakeholders to ensure that College services, records, policies, procedures and systems provide excellent services to students; •Identifies project management service needs through consultation with all user groups; •Selects and directs work consultants and contractors, where applicable; •Manages or facilitates management of cross-departmental and enterprise systems projects by supporting the efforts of the department-based project resources; helping to define the business requirements of the project.
- •Ensures the maintenance, security, integrity and accuracy of all student records and compliance with external reporting requirements for relevant student enrolment related information; •Ensures compliance with government legislation; •Evaluates the operational effectiveness of implemented projects through the use of appropriately selected key performance indicators and metrics; •Enables multiple departments to work cooperatively to develop optimized shared processes, streamline operations and improve effectiveness; •Analyzes and evaluates operational metrics against strategic objectives and provide recommendations for measurement adjustments/changes to more effectively monitor performance.
IV. Administration and Budget
- •Responsible for all employee activities including the hiring, orienting, training, scheduling managing and termination of employees; administers the Collective Agreement for personnel; •Ensures employees are well trained and knowledgeable in all relevant systems, policies and procedures; •Manages departmental expenditures and reassesses departmental needs based on funding available; •Represents the Department or the College to appropriate internal committees and/or external agencies or schools as assigned by the Registrar; •Acts on behalf of the Registrar in the Registrar's absence; •Performs other related duties.
Education, Experience and Skills
- •Completion of a Master's degree from an accredited post-secondary institutions. A minimum of 5 years of experience in registrarial, student services, and/or enrolment management office or an equivalent combination of education and experience; •A minimum of 5 years of management and leadership experience and supervision of staff; •Proven experience in a complex, unionized, public sector environment; •Proven management, planning, organizational, leadership, judgement and administrative skills; •Proven project management skills including dealing with conflicting priorities, needs and deadlines; •Relevant previous experience with engineering business processes and the design, development and delivery of programs; •Proven ability in building collaborative working relationships in order to achieve outcomes in the Colleges interests; •Proven ability to model professional, ethical and collaborative behaviours; •Excellent written, presentation and oral communication skills; •Excellent interpersonal and consensus-building skills; •Excellent understanding of information systems and technologies related to student enrolment; •Proven experience working with enterprise databases and computer information systems along with an understanding of systems design, evaluation and planning; •Proven ability to establish priorities, organize, schedule and solve problems and tasks; •Proven experience with managing budgets; •Excellent analytical, problem solving and conflict resolution skills; •Comprehensive experience with interpretation and application of complex policies and regulations; •Critical thinker and decision maker; •Proven ability to provide and deliver excellent customer service; •Current knowledge of issues, literature and best practices in the area of strategic enrolment management and student success.
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.
Needs a Criminal Records Check No
Posting Detail Information
Open Date 01/05/2024 Close Date 01/15/2024 Open Until Filled No Special Instructions to Applicant
Interested applicants must submit their application and all required documents online on the Douglas College Career Site [www.douglascollegecareers.ca]. Please ensure your resume clearly explains how you meet the required knowledge, skills and abilities of the position for which you are applying. All candidates selected for interview will need to bring original certificates and diplomas of educational credentials noted on their resume.
Quick Link for Direct Access to Posting https://www.douglascollegecareers.ca/postings/11690
