Team Lead Registrarial Services (2 Positions)

Saskatchewan Polytechnic; Saskatoon; On-site; CAD 70,000 - 90,000; Full time

Job summary

A leading educational institution in Canada seeks an experienced leader for its registrarial team. Responsibilities include providing oversight for registration processes, ensuring operational efficiency, and fostering strong relationships with students and staff. The ideal candidate will have exceptional leadership skills and a proven track record in operational management. This role offers a collaborative work environment focused on enhancing student services.

Qualifications

• Experience in visionary leadership and oversight within registrarial teams.
• Strong knowledge of procedures related to registration and finance processes.
• Excellent communication skills for relationship management and collaboration.

Responsibilities

• Provide leadership and oversight for the registrarial team.
• Manage registration, finance, and credential processes effectively.
• Ensure smooth operations and student satisfaction in Continuing Education programs.

Skills

Leadership

Operational Management

Collaboration

Conflict Resolution

Job description

Leadership:

• Provide visionary leadership and effective oversight to plan, prioritize, delegate, and monitor tasks with the registrarial team.
• Recruit and engage in hiring panels, ensuring alignment with organizational goals and adherence to collective agreements.
• Mentor and train staff, including developing and delivering onboarding plans and recommending training plans.
• Ensure adherence to standard practices, policies, and procedures and educate and mentor staff on onboarding processes, workflows, training plans, and maintaining process manuals.
• Monitor and maintain staff schedules and timesheets.

Operational Management:

• Document new procedures and update current procedural documents and manuals. Monitor procedural and policy changes, proposing options and recommendations to mitigate impacts or improve processes.
• Manage registration, finance, and credentialing processes for all programs and courses, ensuring all deadlines are met.
• Collaborate with the academic scheduling unit to align courses and academic blocks with student demand and institutional requirements.
• Work with the SIS team to analyze and resolve registrarial issues. Oversee the management of Saskatchewan Apprenticeship and Trade Certification Commission (SATCC) student records, ensuring the final documentation is transmitted and contractual obligations are fulfilled.
• Review and manage Literacy and Adult Education (LAE) Ministry of Education courses, ensuring final marks are submitted on time.
• Ensure the smooth operation and student satisfaction of Continuing Education programs through coordinated offerings, enrollment processes, and student support services through regular communication.
• Oversee projects involving changes to registration, finance, and credentialing processes.
• Implement tuition and fee rules on Banner Ellucian, adjusting for policy changes, tuition rate updates, and program revisions.
• Handle escalated inquiries and concerns regarding student loans, student accounts, tuition and fees, refunds, and T2202s, ensuring clear interpretation of policies and processes for resolution. Manage error corrections and escalate unresolved issues to the out-of-scope manager.

Collaborative Design and Evaluation:

• Project a professional image, maintain confidentiality, and resolve conflicts positively.
• Strive for excellence in front-line registrarial services by continuously improving student-centered in-person, email, and phone inquiries.
• Promote first contact resolution to efficiently address student and client inquiries at the initial point of contact.
• Conduct ongoing assessments and reviews to improve operational efficiency and resource utilization, leveraging technology for timely registrarial support and administrative processes.
• Address local staffing shortages, ensure adequate backup for registrarial services, and collaboratively solve resource gaps and student crisis situations.
• Collaborate with Enrolment Services leadership to implement system changes that streamline registration, finance, and credentialing processes.
• Travel as needed to ensure effective oversight, build strong relationships, address issues, and maintain a cohesive and well-functioning team.

Relationship Management & Divisional and Institutional Alignment:

• Support a diverse group of internal and external clients, including Saskatchewan Polytechnic faculty, staff, current and prospective students, alumni, educational partners, employers, sponsoring agencies, and the public.
• Maintain open and effective communications with Enrolment Services leadership and stakeholders to achieve the goals of the Student Services Division and meet institutional and divisional strategic priorities.
• Interact with students, parents, education counselors, government/community agencies, Saskatchewan Polytechnic faculty and staff, and the public.
• Act as a liaison between the registration team and other departments, establishing and maintaining strong collaborative relationships.