Operations Manager, Registrar’s Office

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.
Successful candidates will be required to conduct work within Ontario and must be available to work on campus as required. It is anticipated that this position will meet the needs of the department through a hybrid work arrangement with 1-2 days on-site, and 3-4 days remote.
Responsibilities
Operational Support

• Coordinates and provides management support for the Registrar’s portfolio.
• 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.
• 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.
• Prepares briefing notes, reports and summary presentations for the Registrar for submission
• Organizes, prepares, and maintains a schedule of various professional development and divisional activities.
• 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 quality improvement processes to streamline operations within the departments.
• Develops and implements appropriate procedures, guidelines and forms as prescribed by the departments, College policy, relevant legislation, and policies.
• Coordinates, maintains, and reviews electronic correspondence system for all incoming and outgoing mail, email, other social media, and reports and notifies Registrar of any material requiring attention or action.

Compliance & Budget Management

• 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
• 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
• 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 year-end 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
• 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
• Provides support and guidance to Associate Registrars in completing their department budgets

Special Projects

• Communicates project milestones, accomplishments, challenges, projects outcomes and other information to various stakeholders via presentations, email and through project tools (Teams, MS Project, SharePoint, etc.)
• Leads special projects assigned by the Registrar
• Provides leadership and direction to support staff assigned to work on the projects
• Conducts market research as required
• 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 back-up 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

• Experience managing budgets
• Minimum five years of relevant experience managing complex operations and/or projects is required
• Excellent interpersonal, problem solving and conflict resolution skills
• Experience operating with a considerable degree of independence and initiative
• Four-year Degree in Business or Social Sciences required
• Excellent computer skills including advanced working knowledge of Microsoft Office applications and demonstrated ability to learn new software systems

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Conestoga College is a leader in polytechnic education. Our career-focused education, training, and applied research programs prepare students for success, support industry, and workforce needs and promote economic prosperity throughout our region and across Ontario.
We thank all applicants but only those selected for an interview will be contacted. Conestoga College is committed to workplace diversity and provides accommodations to applicants with disabilities throughout the hiring process. If you require accommodation, please contact Human Resources via the Contact page.