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Associate Registrar, Records, Registration + Advising

Please see Special Instructions for more details.

Please provide a personal statement on your contributions to diversity, describing any professional skills, community experience, or willingness to engage in activities that advance institutional diversity and equity.

Posting Details

Position Information

Job Title Associate Registrar, Records, Registration + Advising
Job Description
Permanent Full-Time Excluded Position
8:30am to 4:30pm / Monday to Friday
Grade 12 ($99,050 – $132,066 – $145,273 per annum)*

Emily Carr University of Art + Design is a school of students, faculty, thinkers and makers unlike any other. Established in 1925, we are the only specialized, accredited, public, post-secondary university in British Columbia solely devoted to education and research in the creative sector and its associated knowledge economy. We merge research, critical theory and studio practice in an interdisciplinary environment, strengthening our work by the integration of our personal and professional practices. Our strategy, facilities, partnerships and resources are intentionally student-centred to foster dialogue, expression and open connections in support of the next generation of creative and cultural leaders.

The Associate Registrar, Records, Registration & Advising provides strategic leadership for academic advising, registration, student records, degree eligibility, and convocation activities. This position provides leadership and expertise in support of ECUAD’s strategic enrolment management goals and for attainment of recruitment and retention objectives in alignment with the institution’s goals. The Associate Registrar is responsible for directing the operations necessary for enrolment of students, including registration and respective systems and policies, for the academic record keeping of the institution, including grade records, transcripts, and academic standing. The Associate Registrar ensures the integrity of student records under the jurisdiction of the University Registrar and provides leadership in the use of systems, business processes, and reporting across the Registrar’s Office. The position also provides leadership in the analysis of enrolment patterns and data for evidence based decision-making and works closely with other Associate Registrars and university departments in the attainment of these objectives.

Benefits of Joining the Emily Carr community:

  • Enrollment in a comprehensive benefits package, including Dental Coverage, Extended Health, Disability Coverage and Life Insurance.
  • Membership in the College Pension Plan.
  • Competitive Vacation and Professional Development benefits.

Typical Duties Include:

  • Provide leadership to the records, registration, and academic advising department. Ensure the efficient, effective, and consistent operation of the registration and academic advising functions.
  • Establish and maintain a departmental climate that supports student-centred service and reflects the mission, vision and values of Student Services and of the University.
  • Prepares and manages the budget for all registration and records, financial aid and awards, advising and graduation activities.
  • Participate in the establishment of university policies related to the functions of the department and administer and interpret University policies and procedures. Proactively ensure that University policies related to records, registration and academic advising are current.
  • Perform duties of an Associate Registrar including appeal assessment, participation on Senate committees, and policy research and evaluation. The core of this advisory role is on curriculum logistics: those elements of curriculum development and delivery that impact records, registration, and academic advising.
  • Responsible for the development, implementation and management of strategies that will enable the University to meet its strategic enrolment management goals.
  • Leads advising, registration, and academic advising activities and manages the teams to support effective and consistent student engagement and retention.
  • Responsible for hiring, supervising, and evaluating permanent and temporary Administrators and support staff in area; administers applicable collective agreements.
  • Manages and schedules an integrated registration system for programs and courses.
  • Establish and support registration and academic advising policies and procedures for the University, work with Faculties, Deans, Vice Presidents, and administrators to determine the most effective and efficient practices for the collection, recording and distribution of student records and the coordination and development of relevant and appropriate enrolment solutions.
  • Establishes and maintains effective continuous communication with other organizational leaders regarding the management of a variety of matters such as admissions criteria, information sessions and other programs and student support.
  • In collaboration with Institutional Research oversees the development and maintenance of the student database system, and develops, produces, and analyses reports.
  • Responsible for the production and maintenance of fee assessments, refunds, and fee deferrals.
  • Develops appropriate print and online resources and materials to support student services operations. Defines key messaging for the effective operations of student progression and success and ensures all tools and materials are consistent with objectives, accurate in content and appearance.
  • Leads coordination and production of graduation ceremonies.
  • Serves as the designated representative of the Registrar’s Office and Student Services on internal committees.
  • Participates on external committees with the Ministry of Post Secondary Education and Future Skills, external agencies and professional associations.
  • Serves on the Student Services leadership team.
  • Works closely with the Registrar’s Office management team (e.g. Admissions & Recruitment, Financial Aid & Awards) and Continuing Studies in delivering an integrated reception and student service centre.
  • Fosters a culture of Justice, Equity, Diversity, and Inclusion (JEDI) by remaining current in JEDI trends that impact their field of work and make recommendations to the Registrar + Executive Director of Enrolment for improvements in support of the ECU community, and the strategic goals of the University.
  • Performs other duties as required.

* Initial salary will be between the minimum and midpoint based on qualifications and experience. The top 10% of the pay range is for incumbents who are industry experts in the job with the combination of exceptional experience and competencies needed to perform all duties and responsibilities at a superior capability level.
Required Qualifications
  • Bachelor’s degree in a related discipline. Master’s degree is an asset.
  • Minimum five years’ of strategic management and leadership experience in student services, registration, records, and advising at a post-secondary institution, including experience in creating improved student access to student services and resources and supervision of staff.
  • Minimum of 5 -7 years’ experience in a Registrar’s Office at a college or university is preferred.
  • Or an equivalent combination of education and experience.
  • Demonstrated record of results in the design and delivery of successful strategic enrolment management, academic advising and records and registration.
  • Experience in supervising employees, preferably in a unionized setting.
  • Fully conversant with student information systems and CRM databases (e.g. Colleague and Slate)
  • Knowledge of art, design, and media communities is beneficial.
  • Must be highly organized, adaptable to changing systems and conditions, and possess strong analytical and problem-solving skills.
  • Knowledge of student support programs and services.
  • Knowledge of human resource practices and principles, strong skills in employee development and performance management, and the ability to supervise employees in a unionized environment.
  • Skill in examining operations and procedures, formulating policy, and developing and implementing new strategies and procedures.
  • Knowledge and skill in organizational management, administration and financial planning and management.
  • Knowledge and understanding of financial and business policies, procedures, and systems as applicable to a university.
  • Ability to develop, plan and implement short and long-range goals and business objectives including skills in organizing resources and establishing priorities.
  • Ability to foster a positive work environment.
  • Ability to use independent judgement and to effectively manage and communicate information to a range of partners.
  • Demonstrated leadership and strategic planning skills.
  • Demonstrated commitment to justice, equity, diversity, inclusion, and reconciliation.
  • Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
  • Working knowledge of promising practice “one stop” models.

Preferred Qualifications
Additional Information
Emily Carr University especially invites those who have demonstrated a commitment to upholding the values of equity, diversity, and inclusion and will assist us to expand our capacity for diversity in the broadest sense. In addition, to correct the conditions of disadvantage in employment in Canada, we encourage applications from members of groups that have been historically disadvantaged and marginalized. These include women, persons with diverse gender expressions and identities, persons of all sexual orientations, racialized persons, persons with disabilities, and First Nations, Metis, Inuit and Indigenous persons. All qualified people are encouraged to apply; however, Canadians and permanent residents of Canada will be given priority. While we thank all candidates for their interest, only those short-listed will be contacted.
Posting Detail Information

Posting Number SA024-2024
Open Date 05/07/2024
Close Date 06/14/2024
Open Until Filled No
Special Instructions to Applicants
Please provide a personal statement on your contributions to diversity, describing any professional skills, community experience, or willingness to engage in activities that advance institutional diversity and equity.

Supplemental Questions

Required fields are indicated with an asterisk (*).

Documents Needed To Apply

Required Documents
  1. Resume
  2. Cover Letter
  3. Diversity Statement
Optional Documents