Job Description

Position Number: 50001644
Department: Data Control Service Teams
Grade: GR15
Campus: Sir George Williams (Downtown)Salary: $108,896.00 - $126,304.00 per annum
Union/Association/HR Policy: ACUMAEPosting deadline: January 31, 2025Recognized as Canada's top university under the age of 50, and one of Montreal's top Employers, Concordia University is the place to be if you are looking to grow, contribute and innovate in a dynamic and multicultural environment.Be part of a community that addresses society's big challenges, supports your personal and professional growth, and makes a real impact in building a more sustainable world.As a member of our community, you will have access to comprehensive benefits, a defined pension plan and numerous on site well-being facilities such as a state of the art gym and health clinic as well as a variety of educational and cultural opportunities.SCOPE
Reporting to Associate Registrar, Academic Records, Policies and Exams, the incumbent provides a leadership role on issues and policies related to academic records and transcripts, degree audit and graduation assessment. He/she is a member of the Associate Registrar's management team and is responsible for daily operation of the undergraduate and graduate records services team, degree audit, transcript teams. The incumbent manages a team of permanent professional and support staff. He/she analyzes policies, prepares and implements procedures and workflows, supports decision making on difficult or sensitive dossiers, recommends solutions as required, and ensures a continuous improvement culture is in place.PRIMARY RESPONSIBILITIES

• Provide leadership in the management of the graduate and undergraduate graduation application evaluation, degree audit and records services processes.
• Manage, supervise and motivate staff. Responsible for ensuring onboarding and training is delivered. Manage the distribution of work and performance of staff. Guide professional development plans for members of the units.
• Manage processing priorities of the unit with respect to records service requests, records maintenance, evaluation of graduation applications, degree audit development and official transcript printing.
• Recommend a budget for the unit and ensure that expenses stay within established limits.
• Develop and implement procedures and training materials for the efficient and effective administration of the work of the unit. Ensure that processes comply with academic policy and regulation changes. Oversee the implementation and maintenance of a shared platform for tools and resources for effective application of procedures. Envision, assign and oversee projects that contribute to continuous improvement of policies and procedures.
• Ensure accurate interpretation of calendar regulations for the purpose of degree audit tool. Support the development of innovative and effective strategies for functionality of the degree audit tool and advising process to ensure utilization across the university.
• Monitor and report on key performance indicators, analyze data and establish data-driven strategies and processes. Identify and evaluate trends and areas for process improvement. Make recommendations to the Associate Registrar in these areas.
• Implement and monitor a quality control program to ensure the integrity of academic records and official transcripts. Report on metrics and propose solutions or corrective actions as required.
• Liaise with faculty representatives, academic departments and other internal and external contacts. Establish, implement and maintain effective communication mechanisms to ensure efficiency in processes and compliance with regulations.
• Identify issues or opportunities for improvement within the Student Information System or other systems and liaise with stakeholders to develop solutions for problems as they arise.
• Provide advice on, and handle complex, difficult or sensitive situations with students and/or staff.
• Perform other duties in support of the operation of the unit.

QUALIFICATIONS

• Bachelor's degree with four to seven years of experience in higher education setting in particular with academic record-related work experience and at least four years of managerial/supervisory experience. Experience in the development and implementation of degree audit and data control in a higher education institution is considered an asset.
• Very good knowledge (Level 5) of spoken and written English to communicate effectively with faculty, staff, and students and to draft correspondence, documentation and reports. Good knowledge (Level 4) of spoken and written French.
• Good knowledge (Intermediate level) of Word, Excel, PowerPoint and Office 365. Proficiency with Student Information Systems.
• Knowledge of Concordia University academic rules and regulations, graduation assessment processes and degree audit.
• Experience in making effective decisions and dealing well with ambiguity.
• Excellent interpersonal, relationship building, and communication skills with the ability to interact effectively and with authority.
• Experienced in dealing compassionately with individuals in sometimes difficult personal situations.
• Strong planning, organizational, decision-making and problem-solving skills.
• Ability to multi-task, set priorities and work with minimal supervision.
• Strong strategic, systems thinking, planning and evaluative skills to ensure optimal service performance.
• Proven team management skills and an ability to foster a positive, productive and cohesive team environment.
• Proven experience working in a fast paced, high-pressure environment.
• Aptitude to work in a service-oriented environment as both a member of a team and independently.
• Approachability (is sensitive and patient with others) and composure (is a calming influence in a difficult situation).
• Ability to work extended hours outside normal operating hours.

Due to the volume of applications, only selected candidates will be contacted by our Talent Team.Concordia University is an English-language institution of higher learning at which the primary language of instruction and research is English. Since this position supports academic and administrative functions of the university, proficiency in English and French, as indicated, is required.IMPORTANT: The language and computer skills of short-listed candidates will be tested.Territorial Acknowledgement
Concordia University is located on unceded Indigenous lands. The Kanien'kehxc3xa1:ka Nation is recognized as the custodians of the lands and waters on which we gather today. Tiohtixc3xa0:ke/Montreal is historically known as a gathering place for many First Nations. Today, it is home to a diverse population of Indigenous and other peoples. We respect the continued connections with the past, present and future in our ongoing relationships with Indigenous and other peoples within the Montreal community.Employment Equity
Concordia University is strongly committed to employment equity within its community, and to recruiting a diverse faculty and staff. The University encourages applications from all qualified candidates, including women, members of visible minorities, Indigenous persons, members of sexual minorities, persons with disabilities, and others who may contribute to diversification; candidates are invited to self-identify in their applications. As part of your application, you will be asked to complete a diversity survey. This information is voluntary and any information collected for this purpose is confidential and cannot be accessed by search committees or human resources employees. Results will be aggregated and used to help Concordia achieve its goal to see all members of our community not only reflected, but welcomed, included and supported in their efforts to contribute to all areas of university life.Accessibility
Concordia desires to increase diversity among its community members and we strive to make our recruitment processes as accessible as possible and provide accommodations as required for applicants. If you are contacted for an interview and anticipate needing accommodations during the process, please contact, in confidence, hr-employment@concordia.caImmigration Status
All qualified candidates are encouraged to apply; however, Canadian and Permanent Residents will be given priority. To comply with the Government of Canada's reporting requirements, the University is obliged to gather information about applicants' status as either Permanent Residents of Canada or Canadian citizens.

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