Date Posted: August 19, 2025

Posting Deadline: September 2, 2025

Department: Enrolment Services

Type of Employment: Permanent, Full-time

Group Affiliation: APC Group, Group 6 ($69,429 - $89,468 annually)

At Saint Mary's University, you will be surrounded by a talented and dedicated team of professionals committed to accessibility, diversity, and the provision of a positive and supportive learning environment. We recognize the importance of the contribution and growth of each individual in the University's success. We are currently looking to fill the position of Assistant Registrar, Academic Operations to join our Enrolment Services team.

What we offer

As a team member at Saint Mary's, we are proud to offer many benefits. Some of these include:

• Competitive compensation
• Comprehensive benefits package
• Defined Contribution Pension plan
• Vacation
• Personal days
• Flexible Workplace
• Professional development
• Holiday closure
• Summer hour schedule
• Employee Transit EPass through Halifax Transit

Job Information and Responsibilities

Under the direction of the Deputy Registrar, the Assistant Registrar, Academic Operations will:

• Supervises and manages staff and student assistants
• Assigns tasks and/or delegates responsibility to ensure a smooth workflow process within the Academic Operations unit and reviews and implements process changes, when necessary, in consultation with the Deputy Registrar and other Directors/Assistant Registrars.
• Manages the collection of scheduling data from Departments for both the academic and examination timetables.
• Is responsible for the production of the academic and examination timetables for all academic terms.
• Produces classroom utilization models and recommends to the Classroom Planning Taskforce changes to the make-up of classrooms.
• Oversees the records management process of student files from registration through to convocation.
• Ensures the long-term digital storage of archived records is maintained and university Records Retention policies are adhered to.
• Responsible for the annual review of students' academic records to determine if students are in good academic standing and identifying those students who are on academic probation, academic suspension, as well as those who are in good academic standing after having been placed on academic probation.
• Acts as a resource on academic questions related to academic regulations and is a non-voting member of the University Academic Regulations Committee.
• Approves and manages all Convocation Medals and Awards, as appropriate.
• Ensures that degree parchments are produced on time and in accordance with university standards.
• Responsible for all academic regalia inventory, gown rental vendors and the appropriate ceremonial distribution to graduates in preparation for Convocation. Designs new regalia, as required.
• Prepares information for the convocation program; works in consultation with External Affairs unit to ensure its publication and distribution. Liaises with members of the university community regarding content for the program.
• Responsible for the creation and maintenance of process documents to ensure process consistency and knowledge transfer.

Experience and Education Requirements

To be the successful Assistant Registrar, Academic Operations you will have:

• Undergraduate degree.
• Minimum of 5 years directly related experience in academic administration or equivalent.
• Previous experience supervising staff in a unionized environment considered an asset
• Thorough knowledge of computer skills including MS Office Suite (Word, Excel)
• Experience with Banner (student information system) considered an asset.
• Strong organizational and communication skills and superior attention to detail.
• Ability to work in deadline-driven, team-oriented environment requiring occasional evening and weekend work.

Application Details

Apply for this opportunity online using our online application system through Career Beacon. Click on "Apply Now" and complete all required information fields. Qualified candidates should submit the following with their application:

• Resume
• Cover Letter
• Three Professional References

Late applications may not receive consideration. We appreciate all applications and note that only candidates selected for an interview will be contacted. No telephone calls please.

At Saint Mary's University, equity and diversity are integral to excellence and enrich our community. As an institution committed to fostering an environment of inclusion and respect, we encourage all qualified candidates to apply; however, preference will be given to applicants who self-identify as Black/African Nova Scotians, Indigenous peoples, racialized persons/visible minorities, persons with disabilities and women. If you require accommodations during the recruitment process, please contact Talent Acquisition at [email protected].