Assistant Registrar, Undergraduate Admissions, Student and Enrolment Services University of Calgary Canada

Assistant Registrar, Undergraduate Admissions, Student and Enrolment Services


Job ID: 17455

Updated: Tomorrow

Location: Main Campus


Position Overview

Undergraduate Admissions Team within the Student and Enrolment Services is currently seeking a Full-time Regular Assistant Registrar, Undergraduate Admissions.


The Assistant Registrar (Undergraduate Admissions) is directly responsible for independent management of day to day operations of admissions. The incumbent leads a team of admissions professionals responsible for the evaluation and processing of undergraduate and open studies admission applications and the admission of new students annually. Reporting directly to the Associate Registrar (Admissions and Recruitment), the Assistant Registrar provides leadership and operational oversight for the team including all domestic and international undergraduate applications to the university. Beyond the evaluation and processing of applications, the operations include receipt of official documents, phone inquiries, emails and in-person inquiries annually. Work in this role is complex and constant throughout the year with peak periods do occurring.


The impact of decisions is high; errors in judgment would impact prospective students, their families, other staff and the University. Aside from the annual application volume from prospective students, the team also supports program change requests as well as Letter of Permission requests to attend other institutions from current students.


Undergraduate Admissions has a full staff complement of 21 FTE management and support staff. Strong skills in leadership, evaluating and managing staff performance, employee and labour relations and developing and managing staff at all levels is required.


The incumbent works closely with other members in the Office of the Registrar and across campus in a collaborative and consultative leadership style providing support in the development and implementation of new strategies to effectively recruit, admit and convert prospective undergraduate students including marketing and communications related functions and applicant relations.


Position Description

Summary of Key Responsibilities (job functions include but are not limited to):


  • Drawing on their experience and institutional knowledge, provide future direction for the undergraduate admissions team in alignment with unit and institutional level strategic direction

  • Forward looking, aware of changing calendar policies and bring innovative and creative concepts and opportunities forward to the Associate Registrar, Admissions and Recruitment.

  • Facilitate and support the implementation of new ways of operating through strategic thinking and the development of the professional practice in admissions

  • Develop resource plans in consultation with the Associate Registrar and allocate resources to meet the objectives and evolving requirements to achieve defined objectives, enrolment targets and deadlines

  • Keep current with post-secondary developments and maintain standing in professional organizations as required by the profession and participates in these organizations in a way that will reflect positively on the University

  • Develop and maintain a network of professional contacts internally and externally at other institutions for information sharing and collegiality

  • Represent Admissions on or leads various University committees and working groups

  • Represent the University, as required, on external committees and working groups

  • Act with integrity

  • Accountable for the communication, implementation and change management of new practices resulting from policy review and creation, primarily in the Registrar’s office, but also in the academic calendar and government regulations

  • Maintain, update and implement annual communication plan in consultation with the Associate Registrar

  • Ensure the Admissions and recruitment related web and print communications are relevant and accurate

  • Must maintain a productive working relationship with managers and staff in the Registrar’s Office, Financial Services, IT systems and advising network as well as numerous managers and faculty department based personnel who support students

  • Utilize excellent communication, problem-solving, and analytical skills to lead and motivate individuals to work cohesively in a team environment, and able to represent the position and priorities of Admissions and the Registrar

  • Provide leadership on short and long-term planning to meet objectives of the Associate Registrar and Registrar’s Office strategic plan

  • Identify areas for improvement and research, identify and develop recommendations for process change

  • Support a continual admission process review to ensure all applications are managed as efficiently and effectively as possible


Operational Management and Student Experience

  • Work with the Applicant Services Manager to establish objectives for the team, communicate those objectives to staff, monitor progress, and plan for continuous improvement

  • Leadership and accountability for the annual admissions process timelines and for the integrity of applicant and admission process and the service delivery model

  • Develop business protocols and procedures to deliver superior level of service and experience to prospective students, parents, staff and faculty

  • Create an annual service plan document with service targets, monitoring and implementation plan

  • Provide oversight to the development of timelines, documented operational procedures and advanced training on admissions policy, procedures and system management principles

  • Utilize data and statistics to forecast trends in admissions, creating monthly and annual reports to support decision making and service planning

  • Participate in the development and implementation of communication strategies and tactics

  • Responsible and accountable to develops and plan the delivery of training opportunities for staff

  • Has detailed knowledge of admission requirements and admission processes and systems to ensure accurate and timely reviews of applications for admission

  • Identify and develop operational systems and processes to enhance service provision

  • Management and oversight of the Admissions cycle including monitoring, and continuous improvement of process, systems support, reporting and Faculty and applicant communications including change management of new practices

  • Implementing admissions strategies in support of strategic enrolment management goals consultation with the Associate Registrar

  • Develop an in depth understanding of the functionality and potential of the Campus Solutions PeopleSoft student module

  • Provide direction on the implementation of systems upgrade and enhancements

  • Ensure the effective implementation and execution of all administrative functions necessary to operate the Admissions team effectively and to meet deadlines


Manage, Leading and Motivating Staff

  • Directly supervise one MaPs staff and seven support staff and provides overall leadership to a team of 21

  • Responsible for the recruitment, development and evaluation of staff who report directly to them and will advise and coach on the development of all staff within their scope of reporting and adhere to Human Resources guidelines and the Collective Agreement

  • Manage personnel issues that arise, performance planning activities, development plans and staff conduct

  • Enable teamwork, collaboration and information sharing to foster customer service excellence

  • Ensure staff are well trained, competent, supported in their work and encouraged in their development

  • Select, train, manage, engage, support, and evaluate staff; provide feedback, development opportunities, training and compensation

  • Coach the performance of individuals for continuous improvement and is able to stimulate and support creativity and innovation in others through coaching and mentorship 


Qualifications / Requirements:

  • A Bachelors degree (Masters preferred) in a related field and progressive experience in post-secondary administration, preferably in admissions, the registrar's office, student experience, or student affairs

  • Demonstrated ability to supervise, organize, motivate, manage performance, mentor and develop staff

  • Demonstrated success developing and implementing admissions strategies in support of institutional enrolment management goals

  • Comprehensive knowledge of the University's policies, procedures, educational programs and services

  • Demonstrated experience with data based decision making

  • Experience with large, complex student information systems

  • Experience with PeopleSoft would be an asset

  • Excellent oral, written and interpersonal communication skills

  • Must embrace change and have demonstrated successful experience leading change in a complex, people-oriented environment

  • A strategic thinker with experience putting strategies into action through careful planning and resource allocation

  • Experience with process documentation

  • A positive, collaborative and supportive leader, able to organize, motivate, mentor and develop people

  • A clear and compelling communicator

  • An ability to establish objectives and to formulate and implement the strategic plans to meet those objectives

  • An ability to synthesize and analyze data, information, university and government regulations and to use conclusions to move the organization forward and achieve objectives

  • An ability to manage own workload to minimize stress and maintain own wellness, and to model desired work behaviour to others

  • Considerable experience and comfort leveraging technology to deliver high caliber services and to streamline business processes are required

  • Comprehensive knowledge of the student life cycle from recruitment to graduation

  • Demonstrated, successful project management skills

  • Results oriented and able to direct multiple complex processes and activities

  • Positive-thinker who can demonstrate initiative and engage colleagues in a supportive and effective manner


Application Deadline: February 17, 2019

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.


Additional Information

This position is classified in the Management Career Band, Level II of the Management and Professional Staff Career Framework.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website.


About the University of Calgary

The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit


The University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.

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