Associate registrar records, registration and student services Jobs

Associate Registrar - Records, Registration and Student Services
Mount Allison University —Sackville, NB
- Bachelor's
- Communication skills
Student Records and Registration Specialist TERM
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- Microsoft Office
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Clinical Pharmacist - Relocate to Sault Ste. Marie
Mitchell Zorzit Pharmacy LTD (Shoppers Drug Mart 669) —Mississauga, ON
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Associate Registrar - Records, Registration and Student Services

Mount Allison University -
Sackville, NB

Apply Now

Job details

Qualifications

Records management
Bachelor's
Communication skills

Full job description

Position description

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

Qualifications/skills

Undergraduate degree
Progressive experience in a university Registrar’s Office or closely related academic administration environment
Demonstrated experience with academic regulations, records management, student information systems, and data governance, management and control
Strong judgment, discretion, and decision-making ability, with a demonstrated commitment to student-centred service, equity, privacy, and regulatory compliance
Strong collaborative interpersonal and communication skills
Demonstrated ability to lead and supervise staff with a positive, supportive approach, particularly during periods of significant change
Advanced organizational, analytical and problem-solving skills in complex, deadline-driven environments
Proficiency with enterprise student systems, with the ability to lead technological and process-related change

If you are interested in the challenges and opportunities this position has to offer, we want to hear from you! Please submit a resume and cover letter by uploading them using the submission link provided below. Documents should be submitted in PDF format and clearly labeled with your full name.
Only those already eligible to work in Canada need apply. We thank all applicants for their interest; however, only those selected for an interview will be contacted.

Application materials will be collected for recruitment purposes only and handled in accordance with the University’s privacy and records-management practices. If you experience any difficulty accessing the link, please contact [email protected] for assistance. This position will remain open until the position is filled.

Submit Résumé and Cover Letter

Mount Allison is committed to diversity and inclusiveness. We encourage applications from members of racialized communities, Indigenous persons, persons with dis-abilities, and persons of all sexual and gender identities. We seek candidates with qualifications and knowledge to contribute specifically to the further diversification of our campus community.

At Mount Allison, we are committed to ensuring your interview experience is as comfortable and accessible as possible. If you require any accommodations or adjustments during the interview process, please do not hesitate to inform us. Your needs are important to us, and our dedicated team is here to support you.

Visit our website at www.mta.ca/employment for other employment opportunities at Mount Allison University or to register to receive e-mail notification of new opportunities.

Apply Now

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