Assistant Registrar, Admissions

Location

Waterloo, ON | Canada

Job description

The Assistant Registrar, Admissions reports to the Associate Registrar, Admissions. They are accountable for the implementation and supervision of University and Faculty academic policies and procedures as these relate to applicants and newly admitted students. They are a key liaison with campus partners and contribute to the general operation of the Registrar’s Office as a member of the management team. They are familiar with key portfolios overseen by the management team and are the primary back-up to the Assistant Registrar, Admissions Operations, and the Associate Registrar, Admissions.

Formulation, implementation and review of admissions policies.

• The Assistant Registrar contributes to the policy formulation process which entails close co-operation and consultation with the University and Affiliated and Federated Institutions of Waterloo, Faculty, Associate Deans, Admissions Committees, Undergraduate Affairs Committees and with the Associate Registrar, Admissions. The Assistant Registrar is responsible for interpreting policy to faculty and staff within the University and the Affiliated and Federated Institutions of Waterloo, and for ensuring that staff are able to provide accurate and thorough information to members of the public, prospective students, representatives of secondary schools and other institutions. With regard to implementation, the Assistant Registrar is responsible for the planning, analysis, scheduling and direction of admissions policies amongst the Admission Officers and faculty representatives - ensuring Faculty and University goals are achieved. The Assistant Registrar has in-depth knowledge of admissions policy related to all Waterloo undergraduate programs; allowing for efficiency and consistency of approach across all areas. They Chair the bi-weekly Admission Officer, and Admissions team meetings in the absence of the Associate Registrar, Admissions.

Development, Implementation and decision making of applicant decisions

• The Assistant Registrar is expected to contribute to the development, implementation and review of admissions decisions criteria and management. They also contribute to the creation and application of annual show ratios and projection analysis to admissions decisions. They ensure equity across all areas and oversee the implementation of consistent practices. This includes completing Ontario Secondary School evaluations in coordination with the Admissions Systems team, the Assistant Registrar, Admissions Operations, and the Associate Registrar, Admissions. They coordinate faculty approval and support and prepare analysis of statistical data for faculty admissions committees. The Assistant Registrar contributes to the content of admissions information for applicant groups in consultation with Faculty and University officers - ensuring the accuracy of related calendar and promotional publications. The Assistant Registrar is empowered to make individual admissions decisions within policy guidelines.

System design strategies and guidance

• Applicant and Student records are the basis for much institutional planning data for University management as well as for external use, including University operating grant claims. The Assistant Registrar provides detailed input to the design, testing and implementation of systems and systems functionality that support admissions processes. This includes ensuring the accuracy and integrity of basic data for admissions decision making.

Guidance, training and support

• The Assistant Registrar provides support and direction to applicants and parents. This role is supplementary or complementary to that provided by the admissions team, faculty and departmental officers in assisting applicants with the complexities of the academic admissions process. They often handle difficult cases that reach a point of escalation. The Assistant Registrar is the Associate Registrar’s delegate on Faculty Admissions and may Chair standing committees.
• The Assistant Registrar is responsible for hiring, developing and evaluating staff who report directly to them
• Manages the performance of a large team and is responsible for ensuring each pod has the support and guidance necessary for success
• Ensures the timely and effective assessment of all Non OSS applications by the Admissions Officers
• Supports the development of core competencies for progression through the career pathway

Senior Management

• Participates, as part of the management team in the formulation, interpretation and implementation of policies affecting the Registrar’s Office in evaluation and planning for staff, input on strategic enrolment, and overall planning of Registrar’s Office activities
• Participates in a number of other activities for which the Office is responsible including convocation, final examinations and assignments
• Participates as a member of sub-committees of Senate Undergraduate Council and is asked to represent the Registrar’s Office on strategic-level committees (e.g. Faculty councils, and Enrolment Management)
• Acts as Associate Registrar, Admissions designate during their absence

• University degree or post-secondary education and equivalent experience
• 5 years of progressively responsible experience, including staff performance management and development, demonstrating strong managerial and leadership acumen and skills dealing with diverse teams and situations
• Strategic-planning proficiency, with evidence of critical-thinking and analytical skills to enable the assessment of opportunities and contributions to change management
• Excellent relationship management skills to manage both sensitive and complex relationships with a variety of partners
• Ability to think on the spot, improvise, solve problems, and make effective decisions independently in a fast-paced, challenging environment
• Clear understanding of domestic and international prospective student audiences, as well as the intersection of equity, diversity, and inclusion principles for our applicants
• Strong project management skills
• Ability to speak credibly and publicly on undergraduate admissions, with broad knowledge of other support units on campus
• Familiar with Canadian and international education systems, transition issues, academic programs
• Awareness of and sensitivity to cultural, language, religious, political, socio-economic, and other relevant factors in Waterloo’s recruitment markets
• Excellent written and oral communication skills
• Ability to build consensus, foster teamwork among a variety of stakeholders, and to encourage cooperation between units
• Strong organizational and problem-solving skills coupled with the ability to handle multiple tasks, meet deadlines and excel in a fast-paced environment characterized by changing priorities
• Demonstrated ability to thrive in and contribute to an integrated and collaborative team environment and to apply a positive team approach to working with colleagues
• Essential: flexibility, diplomacy, sound judgment, and relations-management skills coupled with the ability to influence and motivate others and to manage difficult situations effectively
• Must have advanced skills with MS Word and Excel
• Advanced knowledge of an enterprise student information system and intermediate knowledge of document management systems

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is co-ordinated within the Office of Indigenous Relations .

The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at  [email protected] or 519-888-4567, ext. 45935.

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