Job Description

Competition Number

P16843

Posting Title

Team Lead Registrarial Services

Classification

Band 9

Location

Multiple Locations (Please check posting details)

Other Location(s)

Saskatchewan Polytechnic Saskatoon Campus, Saskatchewan Polytechnic Moose Jaw Campus, Saskatchewan Polytechnic Regina Campus, Saskatchewan Polytechnic Prince Albert Campus

Building

Other Building

Date Posted

07/21/2025

Closing Date

07/30/2025

JIQ #

200

Start Date

08/18/2025

End Date

Open Until Filled

No

Ongoing

Category of work

Full Time

Bargaining Unit

Professional Services

Hours of Work

Regulated 36 hours (5/4 work pattern)

Salary Range

$2,736.69 to $3,268.96 bi-weekly

Temporary Market Stipend

Incumbent

Total Assigned days (AC) / Total Hours per biweekly pay

36 hrs per week paid biweekly

Posting Status

Open

Saskatchewan Polytechnic considers the diversity of our workforce to be one our leading strengths and greatest assets. Our employee diversity enhances our ability to meet the needs of an increasingly diverse student population. Currently, approximately 20% of our students are Indigenous. A continued emphasis on the development of a representative workforce is one of Sask Polytech's strategic priorities and, as an organization, we are making significant efforts to attract and retain Indigenous employees.

Job Duties/Qualifications, Skills and Abilities(QSA)

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Job Duties

Job Duties

The Team Lead for Registrarial Services is a pivotal leadership role focused on coordinating and guiding student services to ensure high-quality support. Reporting to the Manager of Enrolment Services, the Team Lead oversees daily operations, implements best practices, and leads the team to meet performance targets. Acting as a liaison between the registration team and other departments, the Team Lead facilitates communication and collaboration to align registration services with the organization's goals.

Key responsibilities include managing the design, delivery, and assessment of registration services, evaluating student progression, and ensuring smooth operations across all Saskatchewan Polytechnic campuses and virtual support functions. The role involves supervising staff, managing the registration cycle, addressing staff shortages, and overseeing the application of the Tuition and Fee policy.

The position also involves recruiting, hiring, managing, mentoring, and guiding staff. Essential skills include professionalism, confidentiality, conflict resolution, and proficiency in technology and student information systems to enhance efficiency and resource utilization.



QUALIFICATIONS, SKILLS, ABILITIES AND EXPERIENCE

Specific Accountabilities

Leadership:

Provide visionary leadership and effective oversight to plan, prioritize, delegate, and monitor tasks with the registrarial team. Recruit and engage in hiring panels, ensuring alignment with organizational goals and adherence to collective agreements. Mentor and train staff, including developing and delivering onboarding plans and recommending training plans. Ensure adherence to standard practices, policies, and procedures and educate and mentor staff on onboarding processes, workflows, training plans, and maintaining process manuals. Monitor and maintain staff schedules and timesheets.

Operational Management:

Document new procedures and update current procedural documents and manuals. Monitor procedural and policy changes, proposing options and recommendations to mitigate impacts or improve processes. Manage registration, finance, and credentialing processes for all programs and courses, ensuring all deadlines are met. Collaborate with the academic scheduling unit to align courses and academic blocks with student demand and institutional requirements. Work with the SIS team to analyze and resolve registrarial issues. Oversee the management of Saskatchewan Apprenticeship and Trade Certification Commission (SATCC) student records, ensuring the final documentation is transmitted and contractual obligations are fulfilled. Review and manage Literacy and Adult Education (LAE) Ministry of Education courses, ensuring final marks are submitted on time. Ensure the smooth operation and student satisfaction of Continuing Education programs through coordinated offerings, enrollment processes, and student support services through regular communication. Oversee projects involving changes to registration, finance, and credentialing processes. Implement tuition and fee rules on Banner Ellucian, adjusting for policy changes, tuition rate updates, and program revisions. Handle escalated inquiries and concerns regarding student loans, student accounts, tuition and fees, refunds, and T2202s, ensuring clear interpretation of policies and processes for resolution. Manage error corrections and escalate unresolved issues to the out-of-scope manager.

Collaborative Design and Evaluation:

Project a professional image, maintain confidentiality, and resolve conflicts positively. Strive for excellence in front-line registrarial services by continuously improving student-centered in-person, email, and phone inquiries. Promote first contact resolution to efficiently address student and client inquiries at the initial point of contact. Conduct ongoing assessments and reviews to improve operational efficiency and resource utilization, leveraging technology for timely registrarial support and administrative processes. Address local staffing shortages, ensure adequate backup for registrarial services, and collaboratively solve resource gaps and student crisis situations. Collaborate with Enrolment Services leadership to implement system changes that streamline registration, finance, and credentialing processes. Travel as needed to ensure effective oversight, build strong relationships, address issues, and maintain a cohesive and well-functioning team.

Relationship Management & Divisional and Institutional Alignment:

Support a diverse group of internal and external clients, including Saskatchewan Polytechnic faculty, staff, current and prospective students, alumni, educational partners, employers, sponsoring agencies, and the public. Maintain open and effective communications with Enrolment Services leadership and stakeholders to achieve the goals of the Student Services Division and meet institutional and divisional strategic priorities. Interact with students, parents, education counselors, government/community agencies, Saskatchewan Polytechnic faculty and staff, and the public. Act as a liaison between the registration team and other departments, establishing and maintaining strong collaborative relationships.

Duties

Required Qualifications, Skills and Abilities (QSA)

1. Diploma in Business Administration or a related field. An equivalent combination of education and relevant experience will also be considered.
2. Four (4) years of experience in a Registrarial or Administrative support role, with at least one (1) years in a post-secondary setting and at least one (1) year of supervisory experience or in a leadership position. Experience with student finances and credentialing would be considered an asset.
3. Strong leadership skills and able to provide supervision and support to Registration Team and foster a positive, collaborative and inclusive environment.
4. Excellent interpersonal and communication skills, with superior written and oral communication abilities to interpret, explain, summarize, document, and present information and training to a diverse audience.
5. Intermediate computer skills. Must be proficient in MS Office (Excel, Word, PowerPoint and Outlook). Also be proficient with using Sharepoint and working with databases such as Banner.
6. Strong problem-solving and decision-making abilities for detailed analysis and effective action.
7. Strong analytical, problem-solving, and decision-making skills to conduct detailed analysis and determine effective courses of action.
8. Must have high attention to detail and ability to solve complex registration issues in a fast-paced environment.
9. Excellent planning, organizational, and prioritizing skills and able to manage time effectively, complete tasks, and meet deadlines with minimal supervision.
10. Demonstrates valuing diversity.

Desired QSA