Associate Registrar

Associate Registrars are leaders, collaborators, facilitators, and administrators within the division of Enrolment & Community Engagement. Working closely with College leadership, faculty, staff, students, and community partners, the Associate Registrars provides strategic and operational leadership for the Registrar’s Office and the division, supporting the objectives of the College and promoting a service-oriented student lifecycle from initial prospective student contact through to convocation. As senior management positions with a high degree of responsibility and accountability both at the policy and operational level, the Associate Registrars serve as key members of the Registrar’s leadership team. The roles work collaboratively with peers to develop, organize, lead, and administer activities and services that meet the needs of students, faculty, staff, and other service users, efficiently and effectively enabling Camosun College to achieve its enrolment, retention, and student experience goals. Each Associate Registrar has primary responsibility and accountability for a portfolio of specialized departments and/or functional areas with a large, diverse group of employees across two campuses. Portfolios are typically aligned around ‘future students’, ‘current students’, and ‘academic services’, but could include (but not limited to) any combination of:

• Academic Calendar & Curriculum
• Admissions
• Financial Aid & Awards
• Graduation, Credentials, & Convocation
• Registration
• Scheduling & Room Bookings
• Service Delivery (‘One Stop’)
• Strategic Enrolment Management
• Student Financial Accounts
• Student Records
• Student Recruitment
• Transfer Credit & Articulation

The Associate Registrars are integral to developing and implementing, in conjunction with the Registrar, a college-wide focus on strategic enrolment management (SEM) supporting students to ensure their success and requires close liaison with many college departments. Effective recruitment, data management, and retention strategies are a key strategic component of how this work will be accomplished and will address the need to look at this work proactively.These positions have a College-wide mandate, and the incumbents provide leadership in a multi-campus environment ensuring that policies, programs, and services are delivered equitably across all campuses and reflect the needs of local stakeholders. Regular travel between campuses is required.

B) REPORTING RELATIONSHIPS

• Reports to the Registrar
• Manages 15+ employees, including unionized team coordinators
• Liaises directly with senior administration and academic leadership

C) ESSENTIAL JOB FUNCTIONSLEADERSHIP

• Provides exemplary leadership and operational management to the position’s designated units at two campuses, building and maintaining a high-functioning and cohesive team of professionals;
• Leads the development of new college-wide service delivery strategies and ensures the availability of appropriate services to meet clients’ needs; Collaborates with key stakeholders and resolves challenges to the effective delivery of client services;
• Leads large-scale, campus-wide modernization and process improvement initiatives directly impacting students, staff, and faculty using established business process, project, and change management principles and tools;
• Develops, consults, and implements continuous improvement strategies; establishes a culture of continuous improvement and empowers team members to implement changes as necessary to support the mission of the unit and the College.
• Works closely with peers and academic units on initiatives that support Strategic Enrolment Management and are highly student-focused;
• Collaboratively develops and implements strategic and operational plans that are consistent with departmental (and College) goals, and align with leading and/or emerging practices;
• Develops and implements departmental goals and objectives for staff, and establishes positive working relationships by providing assistance, support, and guidance.

POLICIES & PROCEDURES

• Leads and contributes to the development, implementation, review, and interpretation of college policies within guidelines established by the Registrar and the College; provides recommendations for changes and improvements as appropriate to reflect the changing needs of internal and external stakeholders;
• Ability to work across academic and student services boundaries to develop cross departmental policy; develop institutional and system partnership agreements; coordinate efforts to offer new services (both internally and externally); establish new and beneficial partnerships with feeder or receiving institutions.
• Provides leadership and consultation throughout the curriculum development process by reviewing submissions for accuracy, ability to be operationalized, and consistent with current College policy. Provides guidance with changes/additions/deletions to academic offerings and advice to faculty who are contemplating changes to their programs/course offerings.
• Ensures equity and consistency in the application and administration of provincial and College policies to ensure services are delivered in a professional, fair, and equitable manner;
• Collaborates with internal and external stakeholders to ensure that College services, records, policies, procedures and systems provide excellent services to students;
• Adjudicates student petitions concerning exceptions to policies within the mandate of the Registrar’s Office in a fair, timely, and equitable manner;

DATA MANAGEMENT & SYSTEMS

• Initiates, plans, and supports the implementation, development, and maintenance of systems-based initiatives to enhance service to students and create efficiencies;
• In conjunction with other members of the Registrar’s Leadership Team (RLT), manages the planning, security, maintenance, and administration of all Student Information Systems relating to College operations;
• Delivers Strategic Enrolment Management (SEM) leadership for senior academic and college leadership in support of academic planning, modernization, and efficiency;
• Acts as Data Custodian for areas of responsibility identified by the Registrar, ensuring security, integrity, and accuracy of student and academic-related information;
• Provides leadership and direction to stakeholders across the college to validate and improve data collection, data standards, data integrity, and reporting;
• Provides guidance to stakeholders across the college related to provincial and national privacy legislation in relation to student information and the needs within the Registrar’s Office;
• Explores, researches, analyzes, recommends for funding, implements, and maintains emerging technologies to support and/or enhance effective delivery of services;
• Oversees the preparation and maintenance of departmental documentation as it relates to the support of the Student Information System and other related systems, and ensures team members are both process and system proficient;
• Prepares and analyzes reports, providing recommendations to the Registrar, VP: Enrolment & Community Engagement, VP: Education, academic leadership, and other college areas as required;

SERVICE DELIVERY & COMMUNICATIONS

• Fosters and promotes the development and delivery of exceptional services and programs that are efficient, current, and responsive to stakeholder needs and designed to enhance the student experience and student success;
• Develops and maintains effective communication strategies within the Registrar’s Office, across the College, and externally when necessary to deliver key messages to the right audience at the right time using multi-dimensional approaches;
• Develops and implements service quality standards;
• Facilitates the development of an effective communications plan; reviews and approves internal and external communication materials such as student correspondence, brochures, information bulletins and web pages;
• Oversees the content accuracy, updating, and dissemination of a wide range of internal and external publications and websites.

ADMINISTRATION

• Responsible for understanding the complexity and scope of work across the Registrar’s Office and other partner departments where responsibilities overlap, or integration exists;
• Ensures that all team members are thoroughly familiar with the policies, protocols, and procedures that guide the work of the units within the Registrar’s Office and beyond;
• Maintains a working knowledge of the academic operations of the College to effectively administer related support systems and ensure appropriate systems are responsive to changing conditions and needs;
• Contributes to the overall development and management of personnel, operational, capital, and technology budgets for the Registrar’s Office, ensuring efficient use of resources;
• Implements management systems and controls;
• Assists in the development and management of the RO’s staffing plan and operating budget.

STAFF & BUDGET MANAGEMENT

• Promotes a high level of team and individual performance through effective recruitment, selection, and evaluation of team members, while modeling key behaviours and fostering a stimulating work environment;
• Evaluates the staffing and process structure and identifies the optimal configuration to complete necessary tasks and meet enrolment and service goals, as well as those of the institution. This would include the ability to anticipate workloads, appropriately deploy staff, and evaluate business processes for efficiency and quality standards.
• Ensures team members are well trained and knowledgeable in all relevant systems, policies, and procedures, and promotes their ongoing professional development;
• Conducts first-level investigations and initiates problem-solving processes for complex personnel challenges within areas of responsibility. Utilizes Collective Agreement(s), Human Resources supports, and Ministry and College policies to assist in dispute resolution process;
• Represents the Registrar in grievance procedures and/or informal conflict resolution with employees.
• Oversees the effective management of departmental budgets to maximize resources, customer service, and efficiencies.

REPRESENTATION AND COMMITTEE MEMBERSHIP

• Represents the College and the Registrar’s Office to appropriate internal committees and external bodies, providing guidance, support, and subject matter expertise as required;
• Develops and maintains links with external post-secondary partners and government agencies and contributes to provincial and national initiatives (e.g.: ARUCC, BCCAT, BC Campus, ASC, ACRAO, etc.).

D) OTHER FUNCTIONS AND RESPONSIBILITIES

• May serves as acting Registrar at the request of the Registrar
• Performs other related duties as assigned

QUALIFICATIONS

• Minimum four (4) year undergraduate degree. Advanced study in public administration, higher education, business, leadership, or related discipline is preferred;
• Minimum of seven (7) years of progressive administrative leadership experience in a post-secondary or public sector environment, inclusive of 2 year’s experience supervising, coaching, leading and mentoring staff in a unionized environment.

KNOWLEDGE, SKILLS AND ABILITIES

• A strong desire to provide exceptional experiences for students;
• Highly knowledgeable about and conversant with processes, policies, systems, structures, and technologies typically present in a Registrar’s Office;
• Broad understanding of the student enrolment lifecycle, Federal and Provincial laws and regulations governing higher education and privacy, and AACRAO / ARUCC best practices and standards;
• Demonstrated expertise in service delivery model design, development, and evaluation preferably within a post-secondary environment.
• Leadership skills and capabilities that include initiative, sound decision-making, persistence in the face of obstacles, creativity, resourcefulness, resiliency, a sense of humor, humility, honesty, and a willingness to accept responsibility and be accountable for results;
• Exemplary interpersonal, communication, negotiation, and consensus-building skills across a diverse range of people and situations; demonstrated ability to develop and maintain collaborative relationships in a large and complex organization;
• Demonstrated success with managing large complex projects, including change management;
• Strong technical aptitude and curiosity; able to quickly learn new platforms and tools; advanced knowledge of Colleague or another Student Information System and Microsoft Office 365 products;
• Ability to create and maintain a positive, student/learner-centered working environment that supports learning for faculty, students; and staff;
• Ability to work under pressure and stay calm in the face of competing demands;
• Policy development, application, and administration knowledge and experience;
• Demonstrated track record in the effective management of people and budgets;
• Experience in business process management, including future state modeling and gap analysis;
• Demonstrated skills in team building, change, and conflict management, with the ability to provide senior leadership to a diverse employee group within a multi-union environment;
• Strong understanding of Strategic Enrolment Management concepts and academic policies and processes that contribute to a quality student experience.

CAPABILITIES

As a member of the college community with responsibilities to enable the achievement of college-wide strategic objectives, the Associate Registrar will demonstrate the three core and three leadership capabilities identified in the College’s Capability Framework:

Focus on Students and Their Success (Core)We all have a role to play in promoting and supporting students – directly or indirectly – contributing to their success, education and transition as they build their path to the future.

Cultural Alignment (Core)Inclusion and respect align with Camosun’s traditions of lifelong learning and positive, supportive experiences for all. We examine our individual and institutional cultures and, through indigenization, consider other ways of knowing (thinking), being (approaches), doing (acting), and relating.

Fostering and Nurturing Relationships (Core)Fostering and nurturing relationships is at the core of everything we do. Successful workplace relationships take time to develop and include building trust, engagement and collaboration.

Address College Needs (Leadership)In order to address college needs leaders recognize and respond to the complex, diverse and interdependent components. Leaders inspire others to work individually and collaboratively to achieve departmental/divisional, college and sectoral goals.

Enable Self & Others (Leadership)To better serve students and the college to achieve success, leaders enable self and others to take responsibility and to participate in learning and development opportunities.

Create Time and Space (Leadership)To be at our best and achieve organizational goals, we need both time and space. Time and space as a unitary concept promotes opportunities to listen, plan, think, create, innovate and develop relationships.

ADDITIONAL WORK ARRANGEMENTS

Optional hybrid work arrangement – up to two days working from home per week.

This position is expected to be focused on strategic and operational leadership for recruitment, admissions, financial aid and awards, and related student-facing functions.

Supporting Truth & Reconciliation Commission's Recommendations

Preference may be given to candidates who, at the interview stage, demonstrate an understanding of the

TRC’s

Calls to Action and

SALARY

Recruitment Range: $94,443 to $125,924 per year - Starting salary is determined through knowledge, experience and internal equity. Performance Range: Salary may be up to a maximum of $138,516, which is obtainable through annual performance increases.

This Associate Registrar position provides strategic and operational leadership for recruitment, admissions, financial aid and awards, and related student-facing functions within the Registrar’s Office. The role is central to Camosun’s strategic enrolment management work and will help connect recruitment, admissions, financial aid, academic planning, applicant conversion, student retention, and institutional enrolment goals. A key focus will be advancing Camosun’s next-generation admissions model, strengthening the student journey from inquiry through application, admission, registration, and enrolment confirmation, and working closely with academic leaders on program capacity, admission requirements, applicant readiness, seat management, pathway design, enrolment targets, and barriers to student success.

Job Types: Full-time, Permanent

Pay: $94,443.00-$138,516.00 per year

Work Location: In person