Job Description:

About the Division

The focus of the Students division is to serve and support the academic and non-academic growth and development of students. Our strength is in our approaches to peer-to-peer learning and student leadership by empowering students to work collaboratively with service areas and other students to grow holistically as individuals. The Students portfolio at Mount Royal broadly encompasses Student Experience & Success, Enrolment Management, International Education and Planning & Operations delivering support and services that are inextricably linked with the teaching and learning outcomes academic departments are tasked with achieving.

We support the University’s mission by assisting students, staff and faculty through a variety of departments, including: Admissions, Recruitment and Transfer Credit, the Office of the Registrar (Awards, Academic Scheduling & Curriculum, Records, Registration and Financial Aid), Student Success and Learning (Academic Advising, Student Community Standards, Student Experience, Student Learning Services),Access and Inclusion Services, Career Services, Wellness Services, Cougars Athletics and Recreation, the Iniskim Centre, International Education, Residence Services, Student Systems and Student Communications.

About the Role

Reporting to the Director, Records, Scheduling and Curriculum, the Assistant Registrar, Records and Convocation is responsible for overseeing the day-to-day operations of the Records area. This position directly supervises the Records Evaluators and two Specialist roles, and is responsible for providing leadership and support to ensure consistent achievement of team and organizational goals.

The Assistant Registrar plays a key role in managing operational procedures within the Records area, including the administration of collaborative degree programs, system testing for upgrades, and the execution of core business processes. A thorough understanding of the timelines, procedures, and policies across all areas of Enrolment Services is essential to ensure accurate and efficient operations, particularly in relation to collaborative degrees.

This role is also significantly involved in convocation planning and execution, overseeing many of the processes and student-facing event logistics. Additionally, the Assistant Registrar is responsible for coordinating and approving updates to communication materials and forms, in collaboration with the Director, Records, Scheduling and Curriculum.

This is a replacement term position, commencing August 11, 2025 and ending April 10, 2026, working 35 hours, per week.

Responsibilities

Operations, Processes, & Supervision

• Oversee day-to-day operations in the Records area, ensuring alignment with academic policies and deadlines.
• Lead and prioritize projects related to Records and Convocation, developing new business processes as needed.
• Maintain and update documentation for business processes, timelines, and training materials.
• Provide operational guidance and training for Records Evaluators and Specialists and participate in hiring in collaboration with the Director.
• Provide mentorship, set performance goals, and conduct annual performance reviews for team members; escalate performance management concerns to the Director when necessary.
• Run and monitor operational processes such as Academic Standing.

Relationship Management & Communication

• Liaising with internal departments such as Transfer Credit, Scheduling, Registration, Admissions, Academic Advising, and academic Faculties, and implement effective communication strategies to ensure stakeholders are kept up to date on deadlines, processes, and changes.
• Approve and maintain communication materials and forms in collaboration with the Director.

Collaborative Degrees

• Support collaborative degree programs, liaising with partner institutions and managing student progression.
• Serve as the main point of contact for student issues within collaborative programs and consult with advisors and departments.
• Provide input on enrolment-related clauses in new collaborative degree agreements and make amendments to existing agreements in consultation with the Director.

Convocation

• Oversee student-related aspects of Convocation, including attendance lists, seating, and parchment printing.
• Support the Director in decision-making for convocation ceremonies by generating statistical reports and assisting with event setup as needed.

Student Service

• Ensure excellent customer service standards across all service channels (in-person, email, phone, web).

Technical

• Serve as the University’s primary expert and resource for DegreeWorks, collaborating with ITS and key stakeholders within the Office of the Registrar and across campus on system upgrades, implementation, and best practices.
• Create, run, and address error reports to ensure data integrity within Student Records.
• Identifying and troubleshooting system and operations issues as they arise.

Policy

• Maintain accurate knowledge of relevant policies and serve as an advisor on such policies across campus

• Ensure consistent and equitable application of academic policies

Qualifications

• Three or four year bachelor degree or equivalent

• Minimum three to five years of previous related experience, including at least two years of experience in the post-secondary industry

• Experience in a supervisory role or one related to records or convocation preferred

• High-level critical thinking skills along with the ability to analyze and interpret data

• Demonstrated high aptitude for learning technical and detailed work

• Proven ability to prioritize a large volume of work

• Excellent communication skills with the ability to correspond with diverse populations

• Proven ability to collaborate with others

• Well versed in Microsoft Office and Google products

Salary: $65,500 - $ 82,916 per annum

Closing Date: July 16, 2025

A cover letter and resume should be submitted in one .pdf formatted document. Please title your .pdf document as follows: [Job Title], [Requisition Number].pdf (ex. Coordinator, 999999.pdf).