Assistant, Registrar Office

In this document, the masculine pronoun is used without discrimination and only for conciseness. 

Saint Paul University (1848) is the founding college of the University of Ottawa, with which it has maintained an affiliation since 1965. Bilingual and on a human scale, it has more than 1,000 students; it offers programs in social communications, counselling and psychotherapy, canon law, public ethics, conflict studies, social innovation, leadership, ecology and equity, and theology.

Why choose Saint Paul University?

Working at Saint Paul University means working in an environment where collaboration, proximity and the opportunity to have a concrete impact are important. The University offers its staff an environment that promotes professional development, work-life balance which includes a four-day work week, as part of a regular 35-hour week for administrative staff, vacation, a pension plan and a group benefits program. Staff also benefit, subject to applicable conditions, from a tuition fee exemption for most programs offered by Saint Paul University and the University of Ottawa, promoting learning and professional development throughout their careers.

We are looking for people who want to share their expertise at the service of an organization on a human scale, while actively contributing to the development of their colleagues, the evolution of the University and the continuous improvement of our practices. At Saint Paul University, your expertise is recognized, your contribution is visible and your work will have a concrete impact.

SUMMARY 

Under the supervision of the Director, Registrar’s Office, the incumbent actively participates in all of the activities of the ESRB such as scheduling, registration, the start of final grades, the assignment of classrooms and record keeping. The incumbent manages the sector's mailboxes and is called upon to welcome students for certain services (general information, student card, etc.).

They coordinate the activities related to the production process of the course schedule and final exams as well as the allocation of classrooms. The incumbent is responsible for compiling reports for the maintenance of classrooms. They organize exams for students who require accommodation.

During the registration period, the incumbent is also responsible for welcoming and informing independent students and exchange students about the registration process. The incumbent is also called upon to manage simple cases of students enrolled in the various programs. They may also be called upon to participate in the verification of the degree requirements for graduation.

KEY RESPONSIBILITIES

1. Services to students in the areas of registration, convocation, transcript requests, certificates of studies and academic records. 

Under the supervision of the Director, Registrar’s Office:

• participates in the verification and registration of independent students, changes/cancellations of course selection and records appropriate comments on file; 
• participates in the identification of solutions to improve the efficiency of the independent student registration process, including IT solutions; 
• participates in the registration of certain students enrolled in programs offered by the University; 
• participates as needed in information and registration sessions for new admissions. 
• participates in convocation operations as required; 
• participates in the verification of registration data for reporting to Ontario's MTCU each session and makes corrections as required; 
• participates in the production of official transcripts by ensuring that waiting periods are respected and the quality assurance mechanisms for transcripts and letters of credence; 
• participates in the production of student and employee cards as well as the uPass while ensuring that the student's account is in good standing; 
• archiving student files in accordance with Saint Paul University policy; 
• acts as a resource person for students in the use of WEB tools to facilitate their registration and provide them with information; 
• Participates in the management of generic inboxes, such as registrar, undergraduate and graduate studies; Ensures the necessary follow-ups; 
• Participates in the verification of entry and approval of final grades to the student system and follows up with faculties when final grades are not in.
• Supports the implementation of academic accommodation measures.

B) Production of the course and examination schedule and the assignment of classrooms. 

Under the supervision of the Director, Office of the Registrar:

• Responsible for assigning classrooms by ensuring that the directives given to the faculties are respected; Ensures that the information between uoCampus and Eventpro – the room scheduling system, is compliant; 
• communicates with the schedules in the faculties to discuss problems encountered and to propose solutions to improve the process; 
• informs his or her supervisor of any requests for changes to the course schedule or the schedule of examinations submitted by the faculties and determines whether the changes are essential according to the instructions received from the principal;
• Ensuring the production of the final schedule of courses and exams, ensuring that deadlines are respected (operating schedule, publication on WEB etc.);
• Organize exams for students requiring specific accommodation that were approved in advance.

C) Other 

Is expected to work on the following files or provide support in the following tasks:

• works in collaboration with the Academic Advisor for Undergraduate Programs in various tasks; is called upon to resolve simple cases by consulting and respecting the academic regulations concerning undergraduate studies; is called upon to interpret and explain the academic regulations to students and any other person questioning them.
• supports the Graduate Program Academic Advisor in various tasks; is called upon to resolve simple cases by consulting and respecting the academic regulations concerning graduate studies; is called upon to interpret and explain the academic regulations concerning graduate studies to students and any other person questioning them;
• participates in the course evaluation process by working closely with the Director, Registrar’s Office and the BLUE Coordinator at the University of Ottawa.

EDUCATION, EXPERIENCE, AND KNOWLEDGE

• College diploma in administration or another relevant field
• Two (2) years of relevant experience in customer service
• General knowledge of the university system and admissions processes in Canada
• Knowledge of USP's academic programs is an asset
• Experience in managing complex systems
• Knowledge of school information systems such as uoCampus
• Great capacityfor teamwork
• Tact in interpersonal communications
• Methodical approach in their work and an attention to detail
• Ability to effectively manage files independently, execute multiple projects simultaneously and prioritize tasks in order to meet strict deadlines, 
• Ability to inform, interpret, explain, advise on programs and regulations and ensure that procedures are followed
• Ability to train people with clarity and sensitivity
• Service Acumen: Ability to maintain courteous and effective relationships at all levels (students, professors, academic assistants, supervisors, administrators)
• Initiative, sense of responsibility, judgment 
• Ability to solve problems on your own
• Bilingualism
   

Interested candidates are requested to submit an online application at Job Openings (ustpaul.ca) by November 5^th ,2026 at 23:59.

We thank all applicants for their interest in this position. We will be contacting only those candidates who have been chosen for the next step of the selection process.

We are committed to ensure employment equity and we encourage the participation of all individuals eligible to work in Canada. If your application is successful and you require accommodation during the selection process, please notify us if you are contacted for an interview. Your personal information is protected under the provisions of the Privacy Act.