Assistant Registrar, Records & Enrolment Services (1 Year TERM)

Date Posted: 11/21/2024

Req ID: 40773

Faculty/Division: Faculty of Architecture,Landscape&Design

Department: Daniels Faculty of Arch., Land & Design

Campus: St. George (Downtown Toronto)

Description:

About us:

The Daniels Faculty of Architecture, Landscape, and Design at the University of Toronto offers graduate programs in architecture, landscape architecture, urban design, forestry, and visual studies — as well as unique undergraduate programs that use architectural studies and visual studies as a lens through which students may pursue a broad, liberal arts-based education. Its mission is to educate students, prepare professionals, and cultivate scholars who will play a leading role in creating more culturally engaged, ecologically sustainable, socially just, and artfully conceived environments.

The greater Toronto region serves as a dynamic laboratory for both its students and faculty, while the University of Toronto, which year after year ranks among the top universities in the world, provides a wealth of knowledge and expertise that they can draw from. Like Toronto, Daniels students and faculty are incredibly cosmopolitan in sensibility, hailing from every part of the world, with their work crossing all sorts of geographic and cultural boundaries. The city’s multicultural networks and international connections make the Daniels Faculty a powerful place to start a career.

Your opportunity:

Under the general direction of the Registrar Registrar & Director, Student Services, the Assistant Registrar, Records & Enrolment Services is responsible for the overall integrity of the degree granting process and the administration of all aspects of student academic records and registration for over 1200 undergraduate and 500 graduate students at Daniels. The incumbent is expected to be innovative and pro-active in supporting the strategic direction of the Faculty through the provision of seamless and responsive services.

The incumbent is responsible for running all aspects of the Faculty’s course management process, including degree and course enrolment controls, waitlist, and permissions. The incumbent overseas the timely and accurate collection of grades, and plays a key role by providing timely statistics, reports and analyses to support registrarial goals and objectives.

The incumbent provides guidance within the Faculty and its standing committees on academic policy matters, such as grades, grade reviews, deferred examinations, degree requirements, enrolment procedures and file retention.

This role is currently eligible for a hybrid work arrangement, pursuant to University policies and guidelines, including but not limited to the University of Toronto’s Alternative Work Arrangements Guideline.

Your responsibilities will include:

• Implementing plans and process improvements for registration and enrollment activities
• Analyzing, drafting and submitting course schedules and/or room allocations for approval
• Monitoring student degree progress
• Following rules and procedural processes related to Freedom of Information and Protection of Privacy Act (FIPPA)
• Overseeing the data collection and analysis processes
• Implementing plans and process improvements for records administration activities
• Producing complex statistical information
• Ensuring that procedures and/or guidelines are followed

Essential Qualifications:

• Bachelor’s Degree or acceptable combination of equivalent experience.
• Minimum four years of experience providing academic administrative student support in a university setting.
• Experience monitoring undergraduate degree progress. Proficient with Degree Explorer or comparable system.
• Experience analyzing and drafting course schedules and/or room allocations.
• Experience preparing and coordinating course timetables and registration materials.
• Experience generating and analyzing statistical reports and summaries.
• Experience with interpreting and applying academic policies and regulations.
• Excellent analytical and interpretative skills with the ability to understand and apply a large amount of information and complex set of regulations and guidelines with minimal supervision.
• Experience implementing process improvements for registration/records management.
• Experience maintaining information on digital platforms.
• Demonstrated experience with Microsoft Office Suite with advanced knowledge of Excel.
• Demonstrated high proficiency in using Student Information Systems such as ROSI/ACORN and ROSI Express. Proficient with Course Management Systems (eg: Quercus, CIS).
• Demonstrated experience with data management and ensuring data integrity. Familiarity with admission databases (eg: Online Admissions Application, Nolij, JOIN, Slate), and Enrolment Services File Share.
• Demonstrated experience working with large data sets/queries (eg. Rocketshuttle, SQL).
• Strong interpersonal skills including tact, diplomacy, sound judgment and discretion.
• Ability to work effectively under pressure and manage multiple tasks within a rapidly changing environment while maintaining a high level of accuracy.
• Excellent organizational, analytical, customer service and project management skills.
• Focused and goal oriented; ability to be flexible in working independently as well as collaboratively.
• Excellent communication skills and ability to provide training to end users on systems.

To be successful in this role you will be:

• Approachable
• Efficient
• Proactive
• Problem solver
• Resourceful
• Team player

Closing Date: 11/29/2024, 11:59PM ET

Employee Group: USW 

Appointment Type: Budget – Term 

Schedule: Full-Time

Pay Scale Group & Hiring Zone: 

USW Pay Band 12 — $79,874. with an annual step progression to a maximum of $102,147. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol. 

Job Category: Registrarial Services

Notes: 1 Year Term position 

Lived Experience Statement

Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.

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