Position SummaryFull-time Administrative, replacement positionReporting to the Dean of Students and Registrar, the Operations Manager is the central operational resource for the Registrar's Office (RO), supporting the Registrar, management team, and associate student teams and services areas across all campuses.Successful candidates will be required to conduct work within Ontario and must be available to work on campus as required. It is anticipated that this position will meet the needs of the department through a hybrid work arrangement, Monday to Friday, 8:30 a.M. to 4:30 p.M., with 2-3 days on-site at the Doon campus located at 299 Doon Valley Dr. in Kitchener, and 2-3 days remote. Flexibility in scheduling for events and occasional travel to other campuses and event locations is required.Operational leadership and administrative managementCoordinate operational activities and provide support to the Registrar's portfolioManage divisional correspondence, information flow, and documentation, ensuring matters requiring attention are identified and addressed appropriatelyDraft, review, and edit reports, briefing notes, presentations, correspondence, and other confidential materialsDevelop, implement, and maintain procedures, guidelines, forms, and processes in accordance with college policies, legislation, and departmental requirementsCoordinate meetings and committees, including agenda preparation, background research, meeting documentation, and follow-up activitiesPlan and coordinate divisional qualified developmentLead continuous improvement initiatives to enhance departmental processes and service deliveryCoordinate the academic appeals process, including intake, case tracking, decision coordination, committee administration, and communicationsMaintain divisional performance metrics and prepare reports, summaries,



and trend analyses to support planning and decision-makingBudget administration and compliance coordinationAssist with the preparation, management and maintenance of the central RO budget, including the convocation budget, ensuring appropriate financial targets and alerting Registrar as to any budget issues and anomaliesProvide support and guidance to Associate Registrars in completing their department budgetsMonitor the budget cycle calendar and key college planning processes to ensure compliance related to budget planning, capital submissions, strategic planning, and investment requests and coordinate timely submissionsBudget management, including monitoring transactions, investigating discrepancies, approval of all expense claims, credit card expenses, replacement costs and interdepartmental transfer, processing changes via 'upload sheets', and producing monthly, quarterly and year-end reportsEnsure timely processing of cheque requisitions, expense claims and review for accuracy of descriptions, account number and availability of fundsMonitor requisitions and distribution of supplies and payment of accountsCreate and maintain a division compliance calendar, listing all key activities and deliverables and their due dates to ensure all staff within each department are in full compliance with human resources, performance, training and similar college policy and procedure requirementsSpecial projects and convocation managementCommunicate project milestones,



accomplishments, challenges, project outcomes and other information to various stakeholders via presentations, email and through project tools (Teams, MS Project, SharePoint, etc.)Lead the planning and execution of up to three Convocation ceremonies each year, including vendor coordination, logistics management, staffing, ambassador recruitment, and event operationsLead strategic and operational projects assigned by the RegistrarDevelop project plans, establish timelines, monitor progress, identify risks, and coordinate project deliverablesConduct research and analysis to support project planning and decision-makingProvide leadership and direction to project team members and support staffQualificationsA bachelor's degree in business administration, social sciences, or a related fieldMinimum five years of progressively responsible experience in operations, administration, project management, or a related fieldExperience managing budgets, business processes, projects, and operational activities is requiredExperience in planning and coordinating large-scale events is considered an assetSupervisory experience within a post-secondary environment is preferredAbility to work independently while managing multiple competing prioritiesExcellent organizational, analytical, and problem-solving skillsStrong interpersonal, communication, conflict resolution, and relationship-building skillsDemonstrated ability to manage sensitive and confidential information with discretionAdvanced proficiency with Microsoft Office applications and the ability to learn and utilize new technology systemsStrong project management and continuous improvement skillsExperience interpreting and applying policies, procedures, and institutional guidelines

📌 Operations Manager, Registrar'S Office (Kitchener)
🏢 Conestoga College
📍 Kitchener