Join a Team That Supports Student Success
Are you an experienced academic services leader who enjoys improving processes, supporting people, and helping students navigate important academic milestones?
Do you bring strong judgement, care, and attention to detail to records, registration, and student service work?
You might be exactly who we’re looking for!
In This Role, You’ll Be:
- Leading records, registration, and student service operations within the Registrar’s Office
- Supporting students, faculty, and staff with professionalism, accuracy, and care
- Ensuring academic records and registration processes are confidential, accurate, and aligned with university policies
- Supervising and supporting a collaborative, service-focused team
- Working with campus partners to strengthen processes, systems, and the student experience
You’ll Thrive Here If You:
- Are a thoughtful, student-centred leader
- Have experience in records, registration, student services, or academic administration
- Communicate clearly and professionally with diverse groups
- Use sound judgement when managing sensitive information and complex situations
- Enjoy improving processes and contributing to a positive, supportive office culture
Position description
Reporting to the Registrar, the Associate Registrar – Records, Registration & Student Services provides strategic leadership and operational management for student aca-demic records, registration systems, timetable and exam administration, academic standing, curriculum system implementation, convocation and graduation processes, and core student service delivery within the Registrar’s Office.
The role ensures the integrity, security, regulatory compliance, and accuracy of the University’s academic record, while advancing service modernization, digital trans-formation, and operational effectiveness aligned with Mount Allison University’s Strategic Enrolment Management framework.
The Associate Registrar exercises delegated academic decision-making authority, supports Senate and committee governance, supervises student service staff, and acts on behalf of the Registrar as required.
Responsibilities
Academic Records, Registration & Student Permissions
- Lead and supervise institutional registration processes for all terms.
- Assess and render decisions on:
- Readmission applications from former students
- International student leave of absence requests
- Late registration, course withdrawal, and university withdrawal petitions
- Letter of Permission requests while on academic probation
- Requests to pursue a second undergraduate degree
- Provide formal decision support to Academic Deans regarding:
- Course overload approvals
- Timetable conflict permissions
- Exceptional academic progression matters
- Ensure timely submission and accuracy of final grades and academic record updates.
Academic Standing, Graduation & Convocation
- Oversee institutional procedures to:
- Assess and record annual academic standing
- Communicate standing outcomes in accordance with Senate regulations
- Lead registrarial processes for:
- Graduation eligibility verification
- Convocation preparation, certification, and execution
Timetable, Exams & Course Infrastructure
- Manage institutional timetable development, classroom allocation, and scheduling processes.
- Oversee Fall/Winter and Spring/Summer exam administration, including:
- Scheduling, supervision, security, and deferred/supplemental exams
- Accommodation adjudication in accordance with policy and accessibility requirements
- Remote and external invigilation arrangements
- Coordinate and configure system setup for:
- Independent studies, exchanges, EXPL, MSc, and Spring/Summer courses
- Special Topics courses, including prerequisites, descriptions, and registration rules
Curriculum Systems, Calendar & Academic Governance
- Manage system implementation of:
- New courses and programs
- Revisions to existing curriculum and degree requirements
- Lead production and maintenance of the bi-annual University Academic Calendar (print and online).
- Provide senior operational support to Academic Matters Committee and Senate processes by:
- Reviewing submissions for regulatory and curricular compliance
- Advising the Registrar and Deans on risks or inconsistencies
- Preparing agendas, minutes, and Senate documentation
Records Management, Privacy & External Compliance
- Develop and implement policies and procedures for student records management, retention, and disposal in consultation with the Registrar and/or University Archivist.
- Authorize and manage release of student information to:
- External third parties in compliance with privacy legislations
- Athletics governing bodies for eligibility verification
- Ensure institutional compliance with academic regulations and data governance standards.
Specialized Program & Institutional Coordination
- Provide registrarial oversight for specialized academic programming (e.g., Aviation programs), including:
- Liaison with students, faculty, Financial Services, and external training partners
- Tracking registration and academic progress in program components
Student Service Operations & Staff Supervision
- Provide guidance in interpretation of University regulations, policies, procedures, in consultation with Registrar and Deans.
- Supervise Student Service Coordinators responsible for:
- Registration and enrolment services
- Fees, transcripts, and records processing
- Admissions and related student services
- Hire, train, schedule, and evaluate support staff, including registration helpdesk personnel.
- Identify service inefficiencies and implement operational improvements.
- Provide cross-functional support to advising, admissions, and financial aid operations as required.
- Ensure resolution of matters escalated to them by staff
Technology, Systems & Process Modernization
- Provide leadership for:
- Student information system configuration, upgrades, and integrations
- Registration, scheduling, and records-related technology enhancements
- Liaise with Computing Services Department to implement continuous service improvement and digital modernization initiatives.
Committee Participation & Institutional Service
Internal
- Academic Matters Committee (operational and governance support)
- Orientation and related student transition initiatives
- Additional Senate or institutional committees as assigned
External
- Participation in regional or national registrarial and data-exchange initiatives as appropriate.
Acting Authority & Peak-Period Operations
- Act on behalf of the Registrar during absences.
- Work extended and flexible hours during peak operational periods, particularly:
- Registration cycles
- Examination periods
- Convocation preparation
Perform other duties as assigned.
Decision-Making & Accountability
- Exercises delegated authority in confidential academic and student matters.
- Interprets and applies University regulations, policies, and Senate decisions.
- Ensures accuracy of the academic record and compliance with institutional and legislative requirements.
Consequences of error may include:
- Breach of confidentiality or privacy legislation
- Incorrect academic standing or graduation outcomes
- Regulatory non-compliance or reputational risk to the University
