Assistant Registrar, Records & Enrolment Services

Job description

Assistant Registrar, Records & Enrolment Services

Date Posted: 11/11/2020
Req ID: 1819
Faculty/Division: John H. Daniels Faculty of Architecture, Landscape and Design
Department: John H. Daniels Faculty of Architecture, Landscape and Design
Campus: St. George (Downtown Toronto)

About us:

The John H. Daniels Faculty of Architecture, Landscape, and Design (DFALD) at the University of Toronto offers graduate programs in architecture, landscape architecture, urban design, forestry, and visual studies - as well as unique undergraduate programs that use architectural studies and visual studies as a lens through which students may pursue a broad, liberal arts-based education. Its mission is to educate students, prepare professionals, and cultivate scholars who will play a leading role in creating more culturally engaged, ecologically sustainable, socially just, and artfully conceived environments.

The greater Toronto region serves as a dynamic laboratory for both its students and faculty, while the University of Toronto, which year after year ranks among the top universities in the world, provides a wealth of knowledge and expertise that they can draw from. Like Toronto, Daniels students and faculty are incredibly cosmopolitan in sensibility, hailing from every part of the world, with their work crossing all sorts of geographic and cultural boundaries. The city’s multicultural networks and international connections make the Daniels Faculty a powerful place to start a career.

Your opportunity:

Under the general direction of the Registrar & Assistant Dean, Students, the Assistant Registrar, Records & Enrolment Services is responsible for the overall integrity of the degree granting process and the administration of all aspects of student academic records and registration for over 1000 undergraduate and 500 graduate students at DFALD. The incumbent is expected to be innovative and pro-active in supporting the strategic direction of the Faculty through the provision of seamless and responsive services.

The incumbent is responsible for running all aspects of the Faculty’s course management process, including degree and course enrolment controls, waitlist, and permissions. The incumbent overseas the timely and accurate collection of grades, and plays a key role by providing timely statistics, reports and analyses to support registrarial goals and objectives.

The incumbent provides guidance within the Faculty and its standing committees on academic policy matters, such as grades, grade reviews, deferred examinations, degree requirements, enrolment procedures and file retention.

Your responsibilities will include:

  • Implementing plans and process improvements for registration and enrollment activities
  • Analyzing, drafting and submitting course schedules and/or room allocations for approval
  • Monitoring student degree progress
  • Following rules and procedural processes related to Freedom of Information and Protection of Privacy Act (FIPPA)
  • Overseeing the data collection and analysis processes
  • Implementing plans and process improvements for records administration activities
  • Producing complex statistical information
  • Ensuring that procedures and/or guidelines are followed

Essential Qualifications:

  • Bachelor's Degree or acceptable combination of equivalent experience.
  • Minimum four years related experience with student records, database administration and student enrolment activities.
  • Experience with interpreting and applying academic policies and regulations.
  • Excellent analytical and interpretative skills with the ability to understand and apply a large amount of information and complex set of regulations and guidelines with minimal supervision.
  • Demonstrated proficiency in using Student Information Systems (eg: ACORN/ROSI), Course Management Systems (eg: Quercus, CIS).
  • Demonstrated commitment to providing outstanding customer service and advising students.
  • Demonstrated experience with data management and ensuring data integrity.
  • Familiarity with admission databases (eg: Online Admissions Application, Nolij, JOIN, Slate), and Enrolment Services/SGS Hub and File Share.
  • Demonstrated experience with Microsoft Office Suite with advanced knowledge of Excel.
  • Demonstrated experience working with large data sets/queries (eg. Rocketshuttle, SQL)
  • Strong interpersonal skills including tact, diplomacy, sound judgment and discretion.
  • Ability to work effectively under pressure and manage multiple tasks within a rapidly changing environment while maintaining a high level of accuracy.
  • Excellent organizational, analytical, customer service and project management skills.
  • Focused and goal oriented; ability to be flexible in working independently as well as collaboratively.
  • Excellent communication skills and ability to provide training to end users on systems.

Assets (Nonessential):

  • Experience with Infosilem or other timetabling software

To be successful in this role you will be:

  • Approachable
  • Efficient
  • Proactive
  • Problem solver
  • Resourceful
  • Team player


  • This is a term opportunity ending November 5, 2021, with a possibility of extension.

Closing Date: 12/01/2020, 11:59PM EDT
Employee Group: USW
Appointment Type: Budget - Term
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 12 -- $69,730 with an annual step progression to a maximum of $89,172. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Registrarial Services
Recruiter: Usha Chandrasekhar

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All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Diversity Statement
The University of Toronto is strongly committed to diversity within its community and especially welcomes applications from racialized persons / persons of colour, women, Indigenous / Aboriginal People of North America, persons with disabilities, LGBTQ persons, and others who may contribute to the further diversification of ideas.

As part of your application, you will be asked to complete a brief Diversity Survey. This survey is voluntary. Any information directly related to you is confidential and cannot be accessed by search committees or human resources staff. Results will be aggregated for institutional planning purposes. For more information, please see

Accessibility Statement
The University strives to be an equitable and inclusive community, and proactively seeks to increase diversity among its community members. Our values regarding equity and diversity are linked with our unwavering commitment to excellence in the pursuit of our academic mission.

The University is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). As such, we strive to make our recruitment, assessment and selection processes as accessible as possible and provide accommodations as required for applicants with disabilities.

If you require any accommodations at any point during the application and hiring process, please contact [email protected].
All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Job Segment: Registrar, Equity, Drafting, Information Systems, Administrative, Records, Finance, Engineering, Technology




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Job No:
Posted: 12/1/2020
Application Due: 12/3/2020
Work Type: Full Time