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Assistant Registrar, Admissions

Date: June 1, 2016
Reports to (Job Title): Associate Registrar, Admissions
Jobs Reporting (Job Titles): Admissions Officers (12), Admissions & Recruitment Officer (1)
Department: Office of Registrar


Main Campus


USG 12
35 hr/wk

Primary Purpose

  The Assistant Registrar, Admissions reports to the Associate Registrar, Admissions.  They are accountable for the implementation and supervision of University and Faculty academic policies and procedures as these relate to applicants and newly admitted students. In addition, the Assistant Registrar, Admissions contributes to the general operation of the Office as a senior management team member.

Key Accountabilities:



Formulation, implementation and review of admissions policies.


The policy formulation process entails close co-operation and consultation with the Faculty and University Colleges’ Associate Deans, Admissions Committees, Undergraduate Affairs Committees and with the Associate Registrar, Admissions. The Assistant Registrar is responsible for interpreting policy to faculty and staff within the University and the University Colleges, and for ensuring that staff are able to provide accurate and thorough information to members of the public, prospective students, representatives of secondary schools and other institutions. With regard to implementation, the Assistant Registrar is responsible for the planning, analysis, scheduling and direction of admissions policies amongst the Admission Officers and faculty representatives - ensuring Faculty and University goals are achieved.  The Assistant Registrar has in-depth knowledge of admissions policy related to all Waterloo undergraduate programs; allowing for efficiency and consistency of approach across all areas.   They Chair the bi-weekly Admission Officer, and Admissions team meetings in the absence of the Associate Registrar, Admissions.



Development, Implementation and decision making of applicant decisions


The Assistant Registrar is expected to contribute to the development, implementation and review of admissions decisions criteria and management.  This includes completing Ontario Secondary School evaluations in coordination with the Admissions Systems team and the Associate Registrar, Admissions.  They coordinate faculty approval and support, and prepare analysis of statistical data for faculty admissions committees. The Assistant Registrar contributes to the content of admissions information for applicant groups in consultation with Faculty and University officers - ensuring the accuracy of related calendar and promotional publications. The Assistant Registrar is empowered to make individual admissions decisions within policy guidelines.  They ensure equity across all areas and oversee the implementation of consistent practices.



System development and maintenance


Applicant and Student records are the basis for much institutional planning data for University management as well as for external use, including University operating grant claims. The Assistant Registrar provides detailed input to the design, testing and implementation of a wide range of systems functions supporting external and internal systems. This assures the accuracy and integrity of basic data for admissions decision making.


Guidance, training and support


The Assistant Registrar provides a counselling function for applicants, students and parents. This role is supplementary or complementary to that provided by the admissions team, faculty and departmental officers in assisting students with the complexities of the academic admissions process.  They often handle difficult cases that reach a point of escalation. The Assistant Registrar is the Associate Registrar’s delegate on Faculty Admissions, and may Chair standing committees.


The Assistant Registrar is responsible for recruiting, developing and evaluating staff who report directly to them.



Senior Management


•Participates, as part of the senior management team in the formulation, interpretation and implementation of policies affecting the Registrar’s Office in evaluation and planning for staff, strategic enrolment management, and overall planning of Registrar’s Office activities.

•Participates in a number of other activities for which the Office is responsible including convocation, final examinations and such general and specific duties and assignments as determined by the Registrar.

•Participates as a member of sub-committees of Senate Undergraduate Council and is asked to represent the Registrar’s Office on strategic-level committees (e.g. Undergraduate Operations, IT and Enrolment Management)

•Manages thirteen direct reports and is responsible for team development and education

•Acts as Associate Registrar, Admissions designate during their absence.

Position Requirements


University degree or post-secondary education and equivalent experience


Excellent knowledge of admission policies and procedures •Strong project management skills •Strong managerial experience and leadership skills dealing with diverse teams and situations •High degree of planning and coordination skill • Excellent written and verbal communication skills for varied audiences •Excellent relationship management skills to work with a variety of partners •Understanding of issues and trends affecting post-secondary education


MS Word Excel PowerPoint Other
Advanced Advanced Intermediate Advanced knowledge of Student Records Administration Software i.e. People Soft

Nature and Scope

Interpersonal Skills:

Must maintain a productive working relationship with managers and staff in the Registrar’s Office, Deans and Associate Deans, College Heads, Cooperative Education and Career Action, numerous Faculty and College based personnel who deal with admissions, and managers and department heads in other administrative departments. Must have strong presentation skills

Level of Responsibility:

Must provide strong leadership to direct reports and to faculty administration. The position is expected to develop business protocols and systems to deliver a superior level of services and experiences for applicants, staff and faculty.

Decision-Making Authority:

Makes decisions that have a significant impact on and consequences for the reputation of the university and the success of University admissions

Physical and Sensory Demands:

Minimal demands typical of an administrative position within an office environment

Working Environment:

Regular working hours, some evening/weekend work required. Risks – physical and psychological risks. The incumbent must be sensitive to the often extreme and prolonged stresses under which admissions and other staff in the office must work. This role involves moderate psychological risk resulting from unavoidable exposure to hazardous, disagreeable or uncomfortable environmental conditions.  This role involves exposure to emotionally disturbing experiences and/or interactions with people who are upset, angry, abusive, aggressive, unstable or unpredictable (e.g. students or parents who have escalated an issue, staff or faculty upset with a decision), irregular and/or high volumes, multiple and/or tight deadlines beyond one's control, and interruptions (e.g. phone calls, e-mails and unplanned but urgent support requests at different times of year).