Associate University Registrar, Enrolment Systems and Operations

Queen's University; Kingston; On-site; CAD 80,000 - 120,000; Full time

Job summary

Queen's University seeks an Associate University Registrar to lead the development and management of student information systems and operations. This role demands strategic leadership, ensuring compliance and enhancing student-centred services while collaborating across divisions. Candidates should possess a relevant degree, substantial experience in higher education, and expertise in student records management.

Qualifications

• Minimum ten years of experience leading teams in post-secondary systems.
• Strong project management experience with complex projects.
• Expertise with enterprise student information systems.

Responsibilities

• Provide strategic and operational leadership in student information systems.
• Manage student academic records and registration processes.
• Ensure compliance with government regulations and reporting.

Skills

Communication

Leadership

Project Management

Education

Undergraduate degree in relevant field

Graduate degree preferred

Tools

PeopleSoft Campus Solutions

Job description

Associate University Registrar, Enrolment Systems and Operations

Join to apply for the Associate University Registrar, Enrolment Systems and Operations role at Queen's University

Associate University Registrar, Enrolment Systems and Operations

2 days ago Be among the first 25 applicants

Join to apply for the Associate University Registrar, Enrolment Systems and Operations role at Queen's University

Direct message the job poster from Queen's University

Human Resources Coordinator | HR and Digital Transformation

Job Summary

Reporting to the University Registrar, the Associate Registrar, Enrolment Systems & Operations provides strategic and operational leadership in the development, delivery, analysis, and continuous improvement of student information systems, student records, registration management, academic scheduling, examinations, reporting, and ministry enrolment reporting within the Office of the University Registrar (OUR). This position plays a critical role in ensuring effective, student-centred services, while supporting academic program delivery, enrolment management, compliance with government regulations, and the university's strategic priorities.

The Associate Registrar is responsible for the functional leadership and administration of the student information system (currently PeopleSoft Campus Solutions) and its integrated systems, ensuring the security, integrity, and availability of student data. The incumbent oversees the management of student academic records and documentation, leads the development of academic schedules, coordinates exam operations, ensures the effective management of registration processes, and oversees the timely and accurate submission of internal and external reports, including those required by government and regulatory bodies.

A key member of the OUR Senior Management Team, the Associate Registrar, leads cross-functional initiatives to enhance service excellence, data stewardship, and process improvement across all OUR units. The incumbent collaborates extensively with academic and administrative partners, Information Technology Services (ITS), and external partners to ensure operational alignment and efficiency. The Associate Registrar maintains active involvement with professional organizations such as OURA, ARUCC, and OUAC to ensure Queen's University interests are represented and to support professional development for themselves and their team. The Associate Registrar also serves as Acting University Registrar as required, contributing to the leadership and direction of the OUR.

The Associate Registrar plays an important role in the University’s efforts to enhance indigenization, equity, diversity, inclusion, accessibility and anti-racism while contributing to the shared mission of supporting and engaging student in safe and meaningful ways.

KEY RESPONSIBILITIES:

Strategic Leadership and Collaboration

• Collaborate with OUR leadership to develop and implement strategic initiatives that advance divisional and institutional priorities.

• Ensure alignment of student information systems, records management processes, registration management, academic scheduling, exams operations, reporting, and ministry compliance with the goals of the OUR, Division of Student Affairs, and the University.

• Establishes and maintains effective working relationships with the Vice-Provost (Teaching and Learning) portfolio, including the Centre for Teaching and Learning, to ensure registrarial systems, scheduling, and support align with evolving pedagogical needs and academic-integrity requirements.

• Foster a culture of collaboration, continuous improvement, and innovation across all OUR units.

• Lead and manage project teams comprised of institutional colleagues, fostering collaboration and resolving challenges to deliver learner-driven services.

• Provide counsel to the Registrar regarding a wide range of issues, from student concerns to the impact of legislative and policy changes, to system and process development.

• Act as a change leader for new initiatives impacting systems, student records, registration, scheduling, exams, and reporting services.

• Serve as Acting University Registrar when required.

Systems Management

• Lead functional management of the student information system (currently PeopleSoft Campus Solutions) and integrated systems supporting admissions, registration, student records, financial aid, scheduling, exams, and reporting ensuring the accuracy, integrity, security of academic records and the registration process.

• Coordinate system upgrades, patches, enhancements, and testing activities in collaboration with ITS and external partners.

• Ensure the security, integrity, and effective use of student data across the OUR.

• Oversee the design, testing, and deployment of system improvements, ensuring potential impacts are assessed across OUR units.

• Provide leadership to ensure that all OUR units are effectively leveraging technology and systems to support efficient, coordinated, and innovative operations that meet the evolving needs of students, faculty, and staff.

Student Records, Registration and Data Stewardship

• Lead the development, preparation and submission of internal and external reports related to enrolment, student records, graduation, retention, funding, and ministry compliance ensuring the accuracy, integrity and completeness of all reports.

• Oversee the production of official documentation (e.g., transcripts, degrees, credentials) and records retention in accordance with university policy and legislation (e.g., FIPPA).

• Act as the institutional expert in records, registration, and systems, providing expert advice to internal partners and faculties, and collaborating with provincial and national counterparts.

• Oversee the development, implementation, and management of academic scheduling, including timetables, room allocations, and scheduling support.

• Lead the planning and execution of exams ensuring efficient, student-focused scheduling and exams operations that meet institutional and faculty needs, in collaboration with academic units and service departments.

• Collaborate with institutional research and planning offices to support enrolment management, retention strategies, and strategic reporting initiatives.

• Continuously improve data quality, reporting processes, and access to actionable student information.

• Direct the planning and delivery of centrally scheduled examinations, including room assignment, conflict resolution, accommodation logistics, invigilation protocols, and secure assessment material handling

• Ensure that timetable design and room allocation decisions reflect institutional priorities.

• Identify, recommend, and implement enhancements to workflows, service delivery, and digital processes.

• Direct the financial management of the unit’s budget.

• Analyze statistical and financial information to establish the unit’s annual operating budget.

• Plan, prioritize, and manage the work of employees, providing strategic and tactical advice, guidance and coaching. Identifies the need for staff resources, participates on staffing committees, and makes effective recommendations regarding employee selection.

• Manage performance by establishing performance standards, reviewing, and evaluating performance and conducting formal performance reviews on an ongoing basis.

• Assess staff training and development needs and ensure that employees receive training required to improve and sustain successful performance.

• Investigate, address, and resolve employee/labour relations issues, including disciplinary matters. Make decisions or effective recommendations on matters involving possible discipline, discharge, and probationary termination.

REQUIRED QUALIFICATIONS:

• Undergraduate degree in relevant field required (Business, Public Administration, Education Technology, Information Systems); Graduate degree preferred.

• Minimum ten years demonstrated experience leading a large team of people in post-secondary systems and/or records management.

• An equivalent combination of education and experience may be considered.

• Progressive management and leadership experience in a complex, service-oriented environment.

• Expertise with enterprise student information systems (e.g., PeopleSoft Campus Solutions) and experience leading system implementations and upgrades.

• Strong project management skills with experience managing complex, cross-functional projects.

• Demonstrated ability to build collaborative working relationships across diverse teams.

• Working knowledge of accommodation legislation (e.g. AODA) and best practices for accessible assessment logistics.

• Knowledge of academic policies, student records regulations, enrolment reporting, and data privacy legislation.

• Excellent communication, consultation, problem-solving, and analytical skills.

• Commitment to student-centred service, equity, diversity, inclusion, Indigenization, and accessibility principles.

SPECIAL SKILLS:

• Communication: listens to others and expresses ideas orally and in writing, in a professional and effective manner to ensure that complex messages, recommendations and impacts are conveyed clearly and credibly. Readily shares information and knowledge with others.

• Builds Relationship: develops and maintains relationships with individuals at every level of the university to support and achieve organizational goals and objectives.

• Change Management: facilitates the change process, by invoking change management principles and practices and recognizing and dealing with resistance to change.

• Planning and Organizing: establishes a clearly defined course of action to accomplish goals and to organize work efforts in a complex environment with multiple competing demands, priorities and deadlines. Allocates time and manages resources effectively, ensuring accuracy.

• Initiative: demonstrates a continuous commitment to improvement and development, and encourages the participation of others by demonstrating the value of appropriate urgency and action.

More information on our website

Seniority level

• Seniority level

  Not Applicable

Employment type

• Employment type

  Full-time

Job function

• Job function

  Education

• Industries

  Higher Education

Referrals increase your chances of interviewing at Queen's University by 2x

Sign in to set job alerts for “University Registrar” roles.

Associate University Registrar, Enrolment Systems and Operations

Administrative and Communications Coordinator

Staff Scheduling Clerk, Temporary Part-time, Staff Scheduling

We’re unlocking community knowledge in a new way. Experts add insights directly into each article, started with the help of AI.