Duties and Responsibilities:

Job Summary

Responsible to oversee day-to-day delivery of central academic records operations and to administer the central academic records programs and services

Key Accountabilities

Planning and Risk Management

- Contributes to broader, annual departmental planning including identification of goals, targets, and outcomes
- Oversees annual unit-level planning, identifies need for modifications, determines implications and options, and prepares recommendations
- Leads ongoing operational planning and/or projects including prioritization, resource allocation, and scheduling; seeks opportunities for improvement in program and service delivery through program evaluation and research
- Develops, monitors, and reports on performance targets and service levels
- Identifies operational risks, completes program/service reviews, and develops recommendations and action plans
- Ensures legislation, governance structures, policies and procedures are adhered to; contributes to development and alignment of internal policies and procedures
- Ensures optimization of information systems and data management processes and outcomes and monitors for emerging technology

People Leadership
- Oversees unit-level workforce planning with a focus on resource and talent requirements
- Leads recruitment and staffing actions
- Manages day-to-day operations, prioritizes and delegates work, develops and implements training plans and programs, ensures work quality and completion, and manages scheduling and attendance
- Provides guidance and advice on escalated and challenging issues
- Conducts on-going performance management and annual reviews
- Monitors departmental culture and productivity and intervenes when necessary

Stakeholder Relationship




- Establishes and maintains effective communication and coordination with internal stakeholders, external stakeholders, and vendors
- Participates on committees and working groups, provides input and advice, and undertakes research and information gathering to inform decisions
- Collaborates with other managers and skilled staff to resolve issues and challenges and to deliver programs and services

Operations
- Oversees centralized student academic records including receipt, maintenance, access, integrity, and security
- Oversees official documentation including transcripts, certificates of enrolment, diplomas
- Conducts internal and external audits to ensure integrity and security including transcript, diploma stock and seals
- Acts as chair and/or committee secretary, facilitates and oversees committee administration, agendas, minutes, discussions, and records
- Provides customer service and responds to escalated situation with students
- Oversees filing systems in accordance with corporate records management policies and procedures

Qualifications: The incumbent must possess the following qualifications:

- Knowledge of operational management and leadership concepts practices including program/service delivery models, policy development, planning, budgeting, performance measurement management, and human resources
- Knowledge of program development, implementation, and design, delivery, assessment, and evaluation methodologies, processes, and practices




- Knowledge of relevant governing legislation, collective agreements, policies and procedures
- Knowledge of office as well as the broader university academic units, departments, and divisions
- Knowledge of office productivity software and databases, internet browsers and search engines, discipline-specific software, enterprise software, and technology devices
- Knowledge of cultural competency and diversity
- Knowledge is used to lead central academic records

Education and Experience: The above is normally acquired through the completion of:

- Completion of bachelor’s degree
- Minimum of seven years of previous program development, implementation, and evaluation experience including five years of supervision and leadership experience

HR Note: Equivalencies will be considered. Applicants are encouraged to provide information which may demonstrate equivalent qualifications. Please note that applicants may be required to complete an employment test as part of the selection process for this position. Those applicants that are selected for an interview will be requested to contact the Human Resource Advisor assigned to this competition as soon as possible to discuss any accommodation requirements. Arrangements will be made to accommodate your request in a timely manner.

Carleton

University is strongly committed to fostering diversity within its community as a source of excellence, cultural enrichment, and social strength. We welcome those who would contribute to the further diversification of our University including, but not limited to: women; visible minorities; First Nations, Inuit and Métis peoples; persons with disabilities; and persons of any sexual orientation or gender identity and expressions.

📌 Assistant Registrar, Central Academic Records (Ottawa)
🏢 Carleton University
📍 Ottawa