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Cégep Héritage College: Assistant To The Registrar

Cégep Héritage College

This is a Full-time position in Ottawa, ON posted November 19, 2021.

ROLE SUMMARY Under the supervision of the Coordinator of Student Services-Registrar, the Assistant to the Registrar is responsible to assist in certain management functions (organization, direction, control and evaluation) of services related to student records management, student registration and admissions.

The incumbent is also responsible to assist in the implementation and management of systems required for the registration of students and for the verification and control of departmental procedures related to the Registrar’s activities.

The incumbent supports the mission, vision and goals of Cégep Heritage College in both the regular and continuing education sectors.

In consultation with Academic Services, and under the direction of the Coordinator of Student Services-Registrar, the incumbent also assists with the management of the timetabling and exam scheduling process, and any activities related to the Registrar’s Office.

DUTIES The main areas of responsibility of the Assistant to the Registrar are to assist the Coordinator of Student Services-Registrar more specifically in the following areas: Assist with the management of operating systems (CLARA, Omnivox and SRAM) and conduct operations related to the Registrar’s Office.

Assist with the management and supervision of the work of Administrative Technicians in his or her services.

Coordination and validation of the admission process for new applicants, change of program and returning students in all sectors of education (DEC, AEC and non-credit course offerings) according to College Policy and Ministerial regulations.

Management and coordination of operations related to Québec residency and international admissions and ensure that all laws, policies and ministerial regulations are followed.

Ensure that all students meet the eligibility requirements to study in a program or at the college (basis of admission in CLARA).

Assist with the management and coordination of all operations related to student registration and file management (course selection, collection of fees, proof of attendance, schedule retrieval, course and college withdrawal, attendance validation, submission of final marks, permanent incompletes, mark changes, substitutions, equivalencies, failure follow-ups, tuition tax receipts, archiving, electronic filing, etc.) in accordance with College policies and Ministry regulations.

Assist with the management of inter-session operations: analysis of failures, substitutions, replacements and prerequisites.

Coordination of the distribution of information regarding various operations under his/her responsibility.

Interpretation and application of laws and regulations related to his or her area of activity.

Ensure the confidentiality of student files and compliance with the Access to Information Act.

For the College, the Assistant to the Registrar assists the Coordination of Student Services-Registrar by: Representing the College both internally and externally on committees related to his or her sector of activities.

Ensuring that all laws, policies, procedures and regulations related to his or her sector of activities are respected.

Providing advice and recommendations to the Registrar and the Director of Student Services and to other Management members concerning his or her sector of activities.

Developing and promoting effective collaboration between the Registrar’s office and other College departments and services.

For his or her Administrative Sector, the Assistant to the Registrar assists the Coordinator of Student Services-Registrar by: Assisting with the preparation of the operational calendar for the Registrar’s office and Student Services to ensure that all college and Ministry deadlines are respected.

Preparing and developing forms, dynamic documents, writing and reviewing procedures in consultation with the Director of Student Services.

Producing statistics related to operations under his or her responsibility, and as requested by other College departments or external organizations.

Participating in the elaboration of policies, programs, work plans, development plans and budget plans related to his or her sector.

Ensuring administrative follow-up for internal and external ministry audits.

Ensuring expedient and precise responses to all requests for information, support and services.

Assisting with the preparation and implementation of the Student Services work plan and provides data for the College’s Annual Report.

Ensuring the welcoming and integration of all new employees in his or her service.

Evaluating personnel under his or her supervision in accordance with policies and procedures in place.

Representing the College in its dealings with external organizations.

Performing all other related tasks assigned by the Coordinator of Student Services-Registrar.

MINIMUM QUALIFICATIONS REQUIRED Bachelor’s degree or a Diploma of Collegial Studies or an Attestation of Studies in a related field which is recognized as equivalent by the competent authority.

Three (3) to five (5) years of relevant management work experience.

Excellent knowledge and skills in the use of technology in a Windows environment with software such as MS Word, PowerPoint, Excel.

Experience related with Student Record Management will be considered an asset.

ADDITIONAL QUALIFICATIONS Bilingual in English and French (written, comprehension, and spoken).

Excellent interpersonal, communication and organizational skills.

Possess a collaborative style.

Ability to manage conflicting priorities and to deliver multiple projects to tight timeline.

Demonstrate ability to work both independently and as a member of a team.

Attention to detail.

Must be flexible and able to adapt quickly to different situations.

Strong work ethic and exercise discretion.

SALARY RANGE (ANNUAL) 52,402.00$ 69,868.00$