Associate Director, Strategic Initiatives & Administration JO 79305

Job Summary:

The Associate Director, Strategic Initiatives and Administration provides leadership, expertise, and strategic advice in support of planning, governance, organizational effectiveness, resource stewardship, and institutional initiatives within the Office of the Registrar (RO).

The role leads the implementation of RO-wide strategic initiatives by prioritizing initiatives, process re-engineering, providing change leadership, ensuring organizational effectiveness, and service modernization, while developing, managing and reporting on strategic initiatives (e.g. Office of the Registrar Strategic Plan, business process re-engineering, reporting on the McMaster Strategic Enrolment Management (SEM) plan, etc.), leading budget and report preparation activities, inclusive of financial processing, revenue, forecasting and human resources management. The role applies leading practices and ensures results are delivered to defined quality, budget, and time objectives.

The role is accountable for leading complex strategic and operational projects that advance priorities of the RO, and through them, the broader university. Reporting to the University Registrar and working closely with the Senior Management Team, the Associate Director has a view across all units in the RO and provides strategic leadership across the portfolios, with a primary focus on integrating planning, operations, and resources across units to enable coordinated execution of strategic priorities. The role leads the execution of finance and human resources support across all units in the RO, in partnership with unit leaders and subject matter experts (e.g. HR Partners, finance specialists, etc.). The role also provides executive-level analysis, planning support, budget and resource planning coordination, workforce planning, operational effectiveness leadership, and space planning oversight.

Accountabilities:

Strategic Planning & Initiatives

• Leads portfolio‑wide strategic planning by designing, implementing, and evaluating the RO strategic plan to ensure clear connection to RO and institutional priorities, and emerging faculty and student needs and the advancement of an integrated, student-centred experience across the student lifecycle
• Identifies, recommends, and leads cross-functional initiatives by drawing connections between institutional priorities, student needs, and operational requirements, advancing integrated solutions that enhance the student experience and create university-wide efficiencies
• They are empowered to draw connections between institutional priorities and unit-level (e.g. Admissions, Student Services & Financial Support) needs, and suggest and lead, with the endorsement of the University Registrar, projects and activities that stitch together initiatives that streamline the student experience and create efficiencies from a University-wide perspective (e.g. establishing and leading the approach to map the undergraduate and graduate student lifecycle, aligned with goals in the University-wide SEM Plan).
• Translates strategic priorities into coordinated operational plans and leads the implementation of strategic initiatives and projects across the RO, including business transformations, process re-engineering, organizational effectiveness, change leadership, and institutional priorities, acting as a strategic integrator across units to ensure alignment of activities, timelines, decision-making, and unit-level execution.
• Maintains portfolio-wide oversight of strategic initiatives and priorities, monitoring progress, dependencies, risks, timelines, outcomes and project deliverables and providing regular updates to support executive decision-making and accountability.
• Supports effective RO governance and strategic decision-making by coordinating planning, information, reporting, and follow-through across key leadership and governance forums.
• Identifies interdependencies, resource implications, risks, and cross-functional impacts across RO units to inform integrated planning and executive decision-making.
• Prioritizes initiatives, allocates resources, and makes decisions related to project implementation, operational improvements, and organizational effectiveness initiatives in support of RO and institutional priorities.
• Coordinates the SEM Plan progress monitoring and reporting for the University, working across RO units, Faculties, and central University partners to track progress, follow up on assigned tactics and commitments and support coordinated advancement of institutional enrollment priorities.
• Works closely with the Office of the Deputy Provost on SEM planning and meeting-related matters.
• Supports institutional reporting requirements by contributing to the measurement and reporting of strategic priorities and outcomes, including SEM outcomes, to the University Registrar, Deputy Provost, enrolment management team (EMT), Provost’s Council, and other governance bodies, working with relevant subject matter experts and partners as required
• Resolves cross‑functional issues and competing priorities across the RO to support achievement of enrolment and student success targets.
• Develops strategies to identify, manage, and mitigate organizational risk related to enrolment, operations, financial sustainability, and service delivery.
• Leads ongoing evaluation of RO services and processes to identify opportunities for improvement, streamline workflows, modernize service delivery, and enhance the student experience.
• Oversees the compilation and reporting of key metrics, performance indicators, and benchmarks that support targeted strategic objectives, organizational performance, accountability, and continuous improvement.
• Provides strategic guidance to the University Registrar and RO leadership team to support effective operations, consistent policy application, and alignment of services with institutional priorities.
• Develops and implements short‑ and long‑term administrative and financial plans based on business strategies, student priorities, capital projects, operational resource requirements, enrolment trends, and revenue opportunities.
• Ensures consistent interpretation, development, and operationalization of policies, procedures, and practices across the RO, aligning with institutional governance and strategic priorities.

Financial Management, Accounting, and Financial Reporting

• Leads the development and planning of the annual operating budget planning by working cross-functionally with all leaders in the Office of the Registrar.
• Leads multi-year financial planning, forecasting, and resource allocation strategies.
• Leads financial analysis, variance reporting, and scenario modelling to assess resource requirements, emerging pressures, risks, and opportunities, and to support strategic decision-making across the RO.
• Responsible for analysis and preparation of annual budget forecasts and narrative for senior committees
• Leads integrated financial and operational planning across the RO by coordinating inputs from all units to support strategic resource allocation aligned with enrolment, service delivery, and institutional priorities.
• Provides consolidated oversight of the RO’s financial position, including operating budgets, forecasts, and strategic funding, enabling informed, data-driven decision-making by the University Registrar and senior leadership team.
• Advises the University Registrar on financial strategy, including resource optimization, cost management, revenue opportunities, and areas of financial risk, with a focus on long-term sustainability.
• Oversees financial reporting and presentation of financial results to internal and external partners. (e.g., Ministry reporting, strategic funding).
• Ensures appropriate financial controls, processes, and monitoring frameworks are in place across the RO portfolio, supporting compliance with university policies and the accuracy and integrity of financial information. Supports the evaluation and prioritization of initiatives and investments across the RO, ensuring alignment between financial resources, operational capacity, and strategic objectives.
• Leads the continuous improvement of financial processes, systems, and tools to enhance efficiency, transparency, and alignment with business needs.
• Monitors the overall financial position of RO operations, including renovation budgets, contingency funds, reserves, and other strategic funding envelopes.

Project & Partnership Leadership

• Leads complex, multi‑unit strategic and operational projects including business process improvement initiatives, organizational change initiatives, vendor procurements, service modernization and service transformation projects
• by establishing project structures and frameworks, defining scope and deliverables, and ensuring alignment with RO and institutional priorities.
• Provides project leadership for major initiatives by establishing priorities, making project-level decisions within delegated authority, managing risks and resources, resolving issues, and ensuring successful implementation and realization of intended outcomes.
• Develops and oversees comprehensive project plans that include timelines, resource requirements, risk assessments, and performance measures, ensuring projects are delivered to defined quality, budget, and time objectives.
• Leads strategic consultations and engagement activities with internal and external partners to inform planning, service design, and decision‑making across the RO.
• Builds and sustains collaborative partnerships with campus, local, provincial, national, and international stakeholders to advance RO and institutional priorities.
• Coordinates communications and engagement requirements associated with strategic initiatives, organizational priorities, and portfolio-wide activities, working with communications professionals and other subject matter experts to support effective and consistent information sharing.
• Manages vendor and partner relationships, including negotiating multi‑year contracts and ensuring service, performance, and compliance commitments are met.
• Conducts environmental scans and analysis to identify emerging trends, risks, opportunities and future-state service, organizational, and operational requirements that inform strategic planning and long-term decision-making.
• Acts as a positive change agent, championing the transformation of services within the Office of the Registrar.

Workforce and Organizational Strategy

• Provides strategic advice and recommendations to the University Registrar and their direct reports on workforce planning, organizational design, and long‑term human resource needs across RO units, identifying the financial, operational, and organizational implications of workforce decisions, emerging resource pressures, and evolving priorities, in partnership with the Human Resources Partner.
• Integrates financial, operational, and workforce planning to assess the resource and organizational implications of workforce changes, restructuring, and evolving priorities, working in partnership with the Human Resources Partner to support strategic organizational decision-making.
• Partners with the Human Resources Partner to support integrated workforce and organizational planning across the Office of the Registrar, ensuring financial, operational, organizational, and people considerations are brought together in support of strategic priorities.
• Builds strong internal relationships and provides strategic advice to support effective organizational decision‑making and policy development across the Office of the Registrar and broader institution.
• Leads development and implementation of business continuity, emergency planning, and crisis management processes.
• Leads change initiatives that enhance coordination across units and reduce operational silos, improving the overall efficiency and effectiveness of RO functions.
• Provides strategic oversight of initiatives that advance diversity, equity, inclusion, continuous learning, a culture of service excellence and employee engagement across the RO.
• Provides strategic oversight and advice related to organizational design, restructuring initiatives, and resource allocation in partnership with the Human Resources Partner to support evolving institutional priorities and operating requirements.
• Ensures compliance with Health and Safety legislation, University policies, and established financial risk management practices.
• Provides leadership to direct reports by setting clear priorities, overseeing workflow and performance, and ensuring alignment with RO service standards; responsible for hiring, performance management, and the ongoing development of team members.

Space Planning and Capital Projects

• Works in partnership with the University Registrar to review space requirements across all units and maintain an accurate space inventory for the Office of the Registrar.
• Leads the development of financial plans and models for major renovation initiatives, approving final project and renovation plans within delegated authority based on project requirements, scope, and budget considerations.
• Approves major purchases and services within delegated authority, ensuring alignment with project needs and approved budgets.

Qualifications:

Education:

• Undergraduate degree. Master's degree in Business Administration, Leadership, Public Administration, Higher Education, or a related field preferred. Project Management Professional (PMP) certification, LEAN certification, ProSCI certification, or equivalent designations are considered a strong asset.
• Minimum of 10 years senior managerial experience within a large complex organization with multiple functions, including financial and operational leadership responsibilities, along with at least 5 years of related experience in a post-secondary setting.

Demonstrated experience in:

• Establishing strategic direction and leading strategic planning and execution within complex, multi-unit environments.
• Financial planning and analysis, including forecasting, modelling, financial reporting controls, and management of complex, multi-faceted portfolios.
• Development, oversight, and monitoring of large and complex operating budgets.
• Leadership across multiple functional areas, including finance, operations, strategic planning, project management, and workforce and organizational planning.
• Leading process improvement, organizational change, and cross-functional initiatives within complex, multi-unit environments.
• Leading complex strategic and operational projects, including technology implementations, business process re-engineering, vendor procurements (RFPs), organizational change initiatives, and enterprise-wide planning initiatives.

The incumbent will demonstrate strengths in the following areas:

Skills and Capabilities

• Developing and articulating a clear strategic vision, translating institutional and enrolment priorities into aligned operational plans, measurable goals, and coordinated execution across a complex, multi-unit portfolio.
• Ability to identify and assess financial, operational, resource, and organizational implications across multiple units and translate these insights into strategic advice and recommendations for senior leadership.
• Integrating cross-functional priorities and assessing interdependencies, resource implications, and risks to ensure alignment of activities, timelines, and decision-making across RO units.
• Advanced analytical and critical thinking skills, including the ability to conduct environmental scanning, anticipate and interpret trends, apply institutional knowledge, and align resources to address complex challenges.
• Supporting enterprise-level planning and performance measurement, including the development and reporting of key metrics, benchmarks, and outcomes.
• Collaborating and consulting effectively with senior academic and administrative leaders to enhance programs and services.
• Planning, prioritizing, and organizing work in a complex environment, managing multiple and competing demands with flexibility and adaptability.
• Demonstrated success in relationship management, project management, contract negotiation, change management, and strategic planning.
• Delivers with a dynamic service focus, with demonstrated success in delivering innovative solutions to meet needs and achieve service excellence.
• Strong verbal and written communication skills, with the ability to synthesize complex information and communicate effectively with a range of internal and external partners, including senior leaders and governance bodies
• Proven leadership capability, including self-direction, sound judgement, and the ability to make independent decisions in complex situations.
• Innovative and forward-thinking mindset, with knowledge of best practices and the ability to apply them to support and lead others through change.
• Demonstrated flexibility and a high tolerance for ambiguity in a dynamic and evolving organization.

Knowledge

• Demonstrating a strong understanding of the theory and practice of enrolment management and its relationship to the delivery of quality student services.
• Thorough understanding of university regulations, policies, and procedures, and the ability to apply this knowledge to manage conflict arising from change management implementation and/or daily operational challenges.
• Strong strategic, operational, and financial management knowledge and planning skills.
• Knowledge of workforce and organizational planning principles and their relationship to financial, operational, and strategic decision-making

How To Apply

To apply for this job, please submit your application online.