BCIT’s Registrar’s Office is seeking a regular, full-time (1.0 FTE) Associate Registrar. As a member of the Registrar’s Office leadership team, provides leadership, vision and strategic direction for the assigned portfolio. The Associate Registrar reports to the Registrar and works collaboratively with other Associate Registrars, Student Services leaders, faculty, staff, internal and external partners, and members of the community, to coordinate and deliver effective services. Initiates, develops and implements policy and procedural business process improvements, and manages the human resources for designated functional units and provides input in developing the departmental budget. Uses professional judgement and exercises delegated authority to adapt strategic direction to ensure agility towards emerging trends, shifting priorities, and changing needs of key stakeholders and the Institute.
Please note: Each Associate Registrar will be responsible for a portfolio which is made up of a combination of operational areas. This portfolio includes:
Records
Scheduling
Note that portfolio assignments are subject to change upon the discretion of the Registrar and based on operational needs.
Establishes and maintains a vibrant work climate that supports student-centered service; develops unit goals and priorities in line with the institution’s vision, mission, values and strategic goals. Recommends, develops and implements, in consultation with the Registrar, strategic enrolment initiatives. Monitors the post-secondary landscape for best practices, trends, and activities in designated portfolio. Fosters understanding of key factors affecting enrolment trends including academic policies, competitor behaviour, prospective applicant and student behaviour, and market forces.
Directs and administers the portfolio’s staffing plan and operating budgets. Manages and monitors expenditures related to departmental activities and enforces and maintains records and controls. Provides recommendations on prioritization, sequencing, resource allocation, and risk mitigation pertaining to unit initiatives. Develops proposals for annual and multi-year funding as needed to support effective implementation.
Manages all aspects of employee recruitment, selection, training, orientation, coaching, evaluation, recognition, and performance management, inclusive of fostering effective employee and labour relations through collective agreement interpretation, and consulting with Human Resources as appropriate. Assists team members in establishing priorities, creating shared and individual goals, meeting target dates and ensuring alignment of team goals.
Plans, manages, and regularly reviews the systems, business processes and procedures in order to identify service or process gaps to enhance the effective delivery of quality Registrar Office services.
Ensures quality control, data security and adherence to data standards and policies; ensures FIPPA regulations are adhered to, and staff are trained in FIPPA processes. Working closely with Information Technology, advises and manages projects related to the student information system and associated database systems.
Uses professional judgement and exercises delegated authority in applying BCIT policies and standard procedures. Consults and advises on the establishment and revision of policy related to the functions of the department and administers and interprets policies and procedures. Proactively reviews policies related to the unit for currency and relevancy.
Develops and maintains positive working relationships with a broad range of internal and external stakeholders. Represents BCIT and BCIT’s interests before external agencies, other institutions, various organizations and groups, developing collaborative relationships, providing project leadership, consultation, and direction as needed.
Facilitates, chairs and actively participates in committees, projects, education seminars, training programs, professional development, and other related duties as assigned.
Portfolios:
Records:
Oversees the full management of the student record and transcript; ensures accurate registration and grading of students; evaluates student progress to ensure graduation requirements are met and academic policies are followed; prepares ceremony schedule for graduation, invites students to graduation, and oversees the preparation and issuing of credentials.
Timetabling (Scheduling):
Ensures the efficiency and efficacy of the course and examination timetabling process and ad hoc room bookings systems.
QUALIFICATIONS & REQUIREMENTS:
Undergraduate degree and Graduate Certificate. Master’s degree is an asset.
Minimum 7 years’ related experience with progressive responsibility, including supervisory experience in a unionized environment.
An equivalent combination of education and experience may be considered.
Post-secondary experience in strategic enrolment management is an asset.
Excellent knowledge of Canadian and international secondary and post-secondary education systems.
Working knowledge of Student Information Systems (e.g. Banner).
Advanced ability to lead, coach and manage change in complex organizations.
Advanced ability to apply sound judgment in problem solving, evaluating the course of action, and making recommendations on the organization’s most critical issues.
Expert interpersonal and relationship-management skills, and ability to build productive, collaborative, and sustainable working relationships at all levels across the organization and externally.
Expert oral communication skills to lead presentations and group discussions; advanced writing, planning, and organizational skills; solid financial and program-management skills.
Strong leadership skills, high degree of self-motivation, business acumen, political astuteness, and diplomatic tact; strategic thinker with the ability to engage in a broad range of business topics.
Proficiency with standard office systems and applications.
