Why Join KDM?
The Registrar is a key position within KDM's education administration team, with a direct impact on student success and institutional compliance.
KDM is seeking an experienced and highly organized Registrar to oversee student records, academic administration, practicum eligibility, graduation, credentialing, and regulatory compliance across our Calgary and Edmonton campuses.
The Registrar plays a critical role in maintaining the integrity of the student lifecycle—from enrolment through academic progression, practicum, graduation, and credentialing. This position is responsible for ensuring that student records are accurate, complete, current, and compliant with KDM policies and applicable regulatory and accreditation requirements.
The successful candidate will be comfortable working independently, managing confidential information, interpreting regulatory requirements, coordinating multiple deadlines, and exercising sound judgment when dealing with student and institutional matters.
Key Responsibilities
Student Records & Academic Administration
- Maintain accurate and complete official student records from enrolment through graduation, withdrawal, or dismissal.
- Maintain records relating to registration, enrolment, academic history, grades, attendance, academic standing, and student status.
- Process and document student status changes in accordance with KDM policies and applicable requirements.
- Issue official transcripts, diplomas, certificates, and other credentials.
- Administer credential withholding where permitted or required by policy.
- Monitor attendance and academic standing in collaboration with the Program Coordinator.
- Administer attendance warning and dismissal processes and ensure all related documentation is maintained on the student record.
- Ensure student records are complete, secure, confidential, and audit-ready.
Regulatory & Accreditation Compliance
- Maintain KDM's CDAC program accreditation requirements across both campuses.
- Maintain accreditation evidence, survey responses, progress reports, and supporting documentation.
- Maintain KDM's licensing requirements under the Private Vocational Training Act and support compliance with Private Career Colleges and Compliance Branch (PCCCB) requirements.
- Prepare and submit required reporting relating to enrolment, withdrawals, graduation, placement, and other regulatory requirements.
- Maintain readiness for PCCCB inspections of premises, records, and staff.
- Maintain Alberta Student Aid designation requirements jointly with the Finance Administrator.
- Prepare and submit Ministry, regulatory, and other required reports accurately and within established deadlines.
- Coordinate KDM's internal student file self-audit program and track corrective actions and remediation.
- Serve as a primary point of contact for external audits, site visits, accreditation reviews, and regulatory inquiries.
- Identify and escalate potential compliance concerns and ensure KDM practices remain consistent with applicable accreditation standards, licensing requirements, and legislation.
Graduate Registration
- Support graduates through the CADA registration process.
- Verify program completion and eligibility for registration.
- Confirm that required police checks remain current within the applicable 90-day window.
- Confirm NDAEB examination registration requirements.
- Maintain complete supporting documentation on graduate records.
Practicum Administration
- Determine and certify practicum eligibility for each student before placement.
- Verify that required practicum documentation is complete and current.
- Maintain practicum records, including; Immunization documentation, criminal record checks, vulernable sector checks, First Aid Certification, WHMIS certification, and other placement-specific requirements
- Maintain host site agreements, confidentiality documentation, and placement records.
- Collect and verify practicum attendance records.
- Maintain host evaluations and student self-evaluations.
- Administer the practicum attendance warning and dismissal process.
- Certify successful practicum completion as a requirement for graduation and credentialing.
Student Services & Student Support
- Maintain the student services section of each student file.
- Maintain records relating to academic history, course summaries, external funding progress reports, graduation requirements, and student interventions.
- Maintain documentation relating to attendance warnings, academic communications, program communications, conduct matters, probation, and student success interventions.
- Receive and document student disputes and complaints in accordance with the KDM Dispute Resolution Policy.
- Maintain the dispute tracking record and administer the resolution process through to documented conclusion.
- Coordinate learning accommodations from initial request through implementation in collaboration with the Program Coordinator and faculty.
- Coordinate referrals to advising, counselling, accessibility, career support, and other appropriate services.
- Ensure appropriate outcomes and supporting documentation are recorded on the student file.
Graduation & Credentialing
- Manage the graduation process from initial checklist review through final credential issuance.
- Verify completion of all academic, practicum, and applicable administrative requirements.
- Confirm student eligibility for graduation.
- Maintain graduation checklists and supporting documentation.
- Issue diplomas, transcripts, certificates, and other applicable credentials.
- Maintain accurate records of credentials issued.
- Administer credential withholding in accordance with KDM policy and applicable requirements.
Cross-Trained Student Finance Coverage
- Maintain current training as a Student Financial Planner.
- Provide backup coverage for the Admissions Coordinator during periods of absence or peak intake.
- Complete student financial planning activities in accordance with KDM procedures when providing coverage.
- Escalate complex or technical financial matters to the Finance Administrator.
- Maintain appropriate documentation of financial planning activities completed during coverage periods.
What We're Looking For
The ideal candidate is a highly organized, detail-oriented professional who takes ownership of records, compliance, and student administration.
Qualifications
- Post-secondary education in business administration, education administration, records management, or a related field.
- Experience in student records, registrar services, post-secondary administration, regulatory administration, or a related environment.
- Experience maintaining confidential and regulated records.
- Experience with regulatory reporting, audits, accreditation, or compliance is strongly preferred.
- Experience with academic records, student status, graduation, credentialing, or practicum administration is an asset.
- Experience in a private vocational training or post-secondary education environment is an asset.
- Strong proficiency with Microsoft Office, particularly Excel.
- Experience with student information systems and electronic records management
Key Skills & Competencies
Attention to Detail
You maintain accurate, complete, and reliable records and understand the importance of getting the details right.
Regulatory & Compliance Judgment
You can interpret policies and regulatory requirements, identify potential risks, and escalate issues appropriately.
Organization & Time Management
You are able to manage multiple deadlines, reporting requirements, student matters, audits, and graduation cycles simultaneously.
Confidentiality & Professionalism
You handle sensitive student and institutional information with discretion and sound judgment.
Communication
You communicate clearly and professionally with students, faculty, staff, regulators, accreditation bodies, and external partners.
Problem Solving
You can investigate discrepancies, resolve administrative issues, and make sound decisions within established policies and procedures.
Ownership & Accountability
You take responsibility for the accuracy and integrity of your work and follow matters through to completion.
How to Apply
Please submit your resume and cover letter outlining your relevant experience and interest in the Registrar position.
KDM is committed to an inclusive and accessible recruitment process. Accommodations are available upon request throughout the recruitment process.
Pay: $50,000.00-$65,000.00 per year
Benefits:
Work Location: In person
