Operations Manager, Registrar's Office - Kitchener, Canada - Conestoga College

Conestoga College

Verified Company

Kitchener, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Requisition Details:

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Job Title:Operations Manager, Registrar's Office**:

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Requisition #:23-818**:

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Campus: Doon

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Department: Registrar's Office

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Payband: 11

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Payband Range: $88, $110,385.00

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Hours/Week: 37.5

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Posting Date: Monday, July 10, 2023
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Closing Date: Monday, July 17, 2023 at 11:59 PM EST
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Vacancy Type: Administration

Fulltime

Administrative Full-time New Position

Reporting to the Registrar, the Operations Manager is the central point of operational and administrative support for the Registrar's Office (RO), the management team and their associated student teams and services on all campuses.

The incumbent is responsible for managing, coordinating, and supporting the divisional processes, business plans, human resources, special projects, and financial management services for all the departments within the Registrar's Office portfolio.

The incumbent will also play a key role in supporting the management of complex and sensitive issues related to processes such as appeals.

Responsibilities:

Operational Support

Coordinates and provides management support for the Registrar's portfolio.
Prepares draft responses and proofreads correspondence and reports on a variety of confidential and routine inquiries, complaints, and queries, including the academic appeals process.
Develops and implements appropriate procedures, guidelines and forms as prescribed by the departments, College policy, relevant legislation, and policies.
Prepares briefing notes, reports and summary presentations for the Registrar for submission
Prepares for committee meetings including research and background preparation, electronic document preparation, agenda review, preparation for specific agenda items and advance notification and information gathering from direct reports when required for agenda items.
Organizes, prepares, and maintains a schedule of various professional development and divisional activities.
Develops and implements quality improvement processes to streamline operations within the departments.
Tracks and maintains departmental metrics (advising contacts, student incidents and complaints, event participation, retention rates, etc.) in a central location and produces monthly reports and trend analysis when requested.

Compliance & Budget Management

Assists with the preparation, management and maintenance of the central RO budget, including the convocation budget, ensuring appropriate financial targets and alerting Registrar as to any budget issues and/or anomalies
Provides support and guidance to Associate Registrars in completing their department budgets
Monitors the budget cycle calendar and key college planning processes to ensure compliance related to budget planning, capital submissions, strategic planning, and investment requests and coordinates timely submissions for same
Budget management includes monitoring transactions, investigating discrepancies, approvals of all expense claims, credit card expenses, replacement costs and interdepartmental transfers, processing changes via 'upload sheets', and producing monthly, quarterly and yearend reports
Ensures timely processing of cheque requisitions, expense claims and review of same for accuracy of descriptions, account number and availability of funds
Monitors requisitions and distribution of supplies and payment of accounts
Creates and maintains a division compliance calendar, listing all key activities and deliverables and their due dates to ensure all staff within each department are in full compliance with human resources, performance, training and similar college policy and procedure requirements

Special Projects

Leads special projects assigned by the Registrar
Conducts market research as required
Provides leadership and direction to support staff assigned to work on the projects
Manages project through preparing project plan, assigning and tracking of deadlines, identification of obstacles, completion of project tasks

Internal and External Representative of the Registrar

Serves as backup for the Registrar on appeal hearings and the Medical Appeal Committee
Plan and coordinate divisional meetings and professional development events hosted by the Registrar

Qualifications:

Fouryear Degree in Business or Social Sciences required
Minimum five years of relevant experience managing complex operations and/or projects is required
Experience managing budgets
Experience operating with a considerable degree of independence and initiative
Excellent interpersonal, problem solving and conflict resolution skills

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