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Applications close November 5th, 2026
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Saint Paul University

Assistant, Registrar's Office

Auto-translated from French · original: Adjoint-e au secteur du registraire

4 × 9hr daysCA$59k – CA$75kOnsite · Ottawa, ON, Canada

Job Title:

Assistant, Office of the Registrar

Competition Number:

021- 2026

Administrative Unit:

Office of Admissions, the Registrar and Student Services

Immediate Supervisor:

Director, Office of the Registrar

Type of Employment:

Permanent, full-time (Unionized)

Work Schedule:

35 hours per week

Salary Scale:

Level 6 ($59,209 to $74,780)

The masculine form is used without any discrimination and for the sole purpose of lightening the text.

Saint Paul University (1848) is the founding college of the University of Ottawa, with which it has maintained a federation link since 1965. Bilingual and human-scaled, it welcomes more than 1,000 students and offers programs in areas such as 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 being part of a human-scaled university community where collaboration, closeness and the opportunity to make a concrete impact are highly valued. The University offers working conditions that promote work-life balance, including a four-day work week within a regular 35-hour schedule per week for administrative staff, vacation, a pension plan and a benefits program. Staff also benefit, subject to applicable conditions, from a tuition exemption for most programs offered by Saint Paul University and the University of Ottawa, thus supporting learning and professional development throughout one's career.

We are looking for people who wish to put their expertise at the service of an engaged community, contribute to the development of their colleagues and actively take part in the evolution of the University and the continuous improvement of its practices. At Saint Paul University, your expertise is recognized, your contribution is visible and your work will have a concrete impact.

SUMMARY

Under the direction of the Director, Office of the Registrar, the incumbent actively participates in all activities of the BARSE, such as scheduling, registration, entry of final grades, classroom assignment and record keeping. The incumbent manages the department's email inboxes and is called upon to welcome students for certain services (general information, student card, etc.).

The incumbent coordinates activities related to the production of the course timetable and final exam schedule, as well as classroom allocation. The incumbent is responsible for compiling reports for classroom maintenance. The incumbent organizes exams for students who require accommodations.

During registration periods, the incumbent is also responsible for welcoming and informing visiting students and exchange students about the registration process. The incumbent may also be called upon to handle simple cases for students enrolled in various programs. The incumbent may be asked to participate in verifying degree requirements for graduation.

MAIN DUTIES

  1. Student services in the areas of registration, convocation, requests for transcripts, certificates of studies and academic records.

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

  • participates in verifying and registering visiting students, modifying/cancelling course selections, and recording appropriate comments in files;
  • participates in identifying solutions to improve the efficiency of the visiting student registration process, including IT solutions;
  • participates in registering certain students enrolled in programs offered by the University;
  • participates, as needed, in information and registration sessions for newly admitted students;
  • participates, as needed, in convocation operations;
  • participates in verifying registration data for the MCU Ontario declaration each term and makes necessary corrections;
  • participates in producing official transcripts, ensuring that waiting times are respected as well as mechanisms for verifying the quality of transcripts and certificates of studies;
  • participates in producing student cards and the uPass, ensuring that the student's account is in good and proper order; also produces employee cards;
  • archives student files in accordance with Saint Paul University policy;
  • acts as a resource person for students in using web tools to facilitate their registration and provide information;
  • participates in managing generic email inboxes, such as registrar, undergraduate and graduate studies; ensures necessary follow-up;
  • participates in verifying the entry and approval of final grades in the student system and follows up with faculties when final grades have not been entered.
  • supports the implementation of academic accommodation measures.

B) Production of the course and exam timetable and classroom assignment.

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

  • responsible for classroom assignment, ensuring that directives given to faculties are respected; ensures that information between uoCampus and Eventpro, the room scheduling system, is consistent;
  • communicates with faculty timetable managers to discuss problems encountered and propose solutions to improve the process;
  • informs his/her supervisor of all requests for changes to the course or exam timetable submitted by faculties and determines whether the changes are essential according to instructions received from management;
  • ensures the production of the final course and exam timetable while respecting deadlines (operational calendar, web publication, etc.);
  • ensures the organization of exams for students requiring specific pre-approved accommodations.

C) Other

Is called upon to work on the following files or provide support for the following tasks:

  • works closely with the undergraduate studies advisor on various tasks; is called upon to resolve simple cases by consulting and complying with academic regulations governing undergraduate studies; is called upon to interpret and explain academic regulations to students and to any other person asking questions.
  • supports the graduate studies program advisor on various tasks; is called upon to resolve simple cases by consulting and complying with academic regulations governing graduate studies; is called upon to interpret and explain academic regulations governing graduate studies to students and to any other person asking questions;
  • participates in the course evaluation process, working closely with the Director, Office of the Registrar, and the BLUE coordinator at the University of Ottawa.

TRAINING, EXPERIENCE AND KNOWLEDGE

  • College diploma in administration or another relevant field
  • Two (2) years of relevant customer service experience
  • General knowledge of the university system and admissions processes in Canada
  • Knowledge of USP academic programs is an asset
  • Experience managing complex systems
  • Knowledge of student information systems such as uoCampus
  • Strong teamwork skills
  • Tact in interpersonal communications
  • Methodical approach to work and attention to detail
  • Ability to manage files effectively and independently, carry out several projects simultaneously, and prioritize tasks in order to meet strict deadlines
  • Skills in informing, interpreting, explaining, and advising on programs and regulations, and ensuring procedures are properly followed
  • Skills in training people with clarity and tact
  • Keen sense of service: ability to maintain courteous and effective relationships at all levels (students, professors, school assistants, supervisors, administrators)
  • Initiative, sense of responsibility, judgment
  • Ability to resolve problems encountered independently
  • Bilingualism

Interested candidates are asked to submit their application online at Job Offers (ustpaul.ca) by November 5, 2026 at 11:59 p.m. .

We thank all those who applied. We will only contact candidates selected for the next stage of the selection process.

We subscribe to the principles of employment equity and encourage the participation of all eligible individuals to work in Canada. If your application is selected and you believe you need accommodation during the selection process, please inform us if you are contacted for an interview. Personal information is protected in accordance with the provisions of the Personal Information Protection and Electronic Documents Act .

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