Associate Registrar, Records Services

University of New Brunswick; Saint John; On-site; CAD 63,000 - 83,000; Full time

Job summary

Join the University of New Brunswick's Office of the Registrar as an Associate Registrar, Records Services. In this pivotal role based on the Saint John campus, you will lead the management of student services, oversee operational processes, and collaborate across various university units. We're looking for a highly experienced individual with strong supervisory skills, excellent communication abilities, and a commitment to maintaining privacy standards in a busy educational environment.

Qualifications

• 5 years of work experience in a University environment.
• 2 years supervisory experience.
• Experience in data or records management is a strong asset.

Responsibilities

• Manage front service counter team and oversee academic operations.
• Coordinate daily service delivery in partnership with UNB units.
• Lead staff training and maintain compliance with regulations.

Skills

Communication

Project Management

Data Management

Confidentiality

Education

Bachelor degree in a relevant field

Tools

Microsoft Office

Database Systems

Microsoft Teams

Job description

Closing Date: July 25, 2025 at 4:00 PM

OFFICE OF THE REGISTRAR (Saint John)

The Office of the Registrar provides administrative and coordination services in support of the UNB learning community. Services that we provide to students, faculty and staff include admission, academic advising (Saint John), timetabling and course set up, academic room assignment, final examinations, coordination of graduations, regulation and policy advice, as well as reporting and information requests.

What We Offer

Full-time | Continuing | Saint John | On-Campus

Standard Work Hours: Mon - Fri | 8:00 am - 4:00 pm | 36.25 hours per week (Summer Hours)

Additional Working Conditions

• Licensed as a Commissioner of Oaths with the Province of New Brunswick, or willing to become one.
• A criminal record check will be required.
  
  

Salary Range: $63,714 - $82,808 per annum

YOUR FOCUS

Reporting to the Registrar (Saint John), the Associate Registrar, Records Services manages the front service counter team, records and services to support the academic units and supports academic regulations, working collaboratively with other UNB partners.

• Lead and manage student and campus-facing services, ensuring procedures align with UNB regulations, privacy standards, and service goals.
• Oversee annual academic operations including timetabling, exams, academic assessments, room assignments, start-of-term processes, and grade processing.
• Coordinate daily service delivery in partnership with UNB units, including registration, fee payment, transcripts, grade changes, tax receipts, name/address updates, program enrolment, transfer credit assessments, and general inquiries.
• Monitor and update procedures to meet shifting regulations, systems changes, and service expectations while ensuring privacy and data integrity.
• Advise on vulnerabilities and recommend best practices for service delivery and policy compliance.
• Supervise staff by setting priorities, assigning tasks, overseeing projects, managing leaves, and coaching on daily operations and new procedures.
• Coordinate staffing and collaborative projects with Fredericton and Saint John Registrar's Office teams.
• Design and deliver staff training; maintain key contacts and access permissions for partner units supporting records and regulations.
• Lead or sponsor the development of shared Registrar resources including the transfer credit database, timetable tools, and SharePoint sites.
• Identify opportunities to enhance services for the university community.
• Investigate and resolve escalated academic issues such as grade reviews, regulation appeals, academic offences, missing grades, and complaints.
• Support the Senate Student Appeals Committee and maintain records of escalated files; serve as a Commissioner of Oaths for academic offence reviews.
• Liaise with UNB units to coordinate support for unique or complex student cases.
• Promote a privacy-conscious work environment and uphold compliance with institutional, provincial, and federal privacy regulations.
• Maintain comprehensive knowledge of UNB regulations and advise students, faculty, and staff on implications and applications.
• Lead in-person fee payment services and service centre operations on the Saint John campus. Coordinate financial inquiries with Financial Services.
• Stay current with tuition and fee regulations, financial processes, and institutional policy changes.
• Represent the Office of the Registrar in enterprise-level and university-wide initiatives and events.
• Perform other duties as assigned, including stepping in for the Registrar or other team members, participating in strategic projects, and holding financial signing authority as appropriate.
  
  

What You Bring

• Bachelor degree in a relevant field.
• 5 years of work experience in a University environment, with increasing levels of responsibility.
• 2 years supervisory experience.
  
  

Additional Strengths

• Background in data or records management is a strong asset.
• Experience working in environments that require sensitivity to privacy and confidentiality is also a strong asset.
• Familiarity with unionized environments.
• Strong written and verbal communication skills.
• Proven ability to manage multiple projects and meet tight deadlines.
• Proficiency with Microsoft Office and database systems.
• Adept with Microsoft Teams or similar collaborative platforms.
• Knowledge of Ellucian products (e.g., Colleague or Banner) would be an asset.
• Experience managing projects.