Associate Registrar, Student Finance and Client Services

Job Information
Author pmnationtalk
Date November 10, 2019
Type Term - Full Time
Company Wilfrid Laurier University
Salary $94,763 - $118,454 - Annual
Location Waterloo, ON
Category Finance
Client Wilfrid Laurier University
Contact Information
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Associate Registrar, Student Finance and Client Services

Posting ID : 11380
Apply By : 11/15/2019
Position Title : Associate Registrar, Student Finance and Client Services
Department : Enrolment Services
Job Type : Full-time, Limited Term
Campus : Waterloo
Reports To : AVP: Enrolment Services and Registrar
Position Summary :

Wilfrid Laurier University is a leading multi-campus, university known for academic excellence and a culture that inspires lives of leadership and purpose. Laurier has a distinct commitment to teaching, research, experiential learning, sustainability and scholarship, which combine to address critical challenges in society, business, the economy and the environment – globally and in the communities we serve. At Laurier’s heart is its strong student focus, which results in exceptional levels of student satisfaction and a deep sense of community that lives on through the university’s highly engaged alumni.

Laurier takes pride in building meaningful relationships with colleagues and students. The Laurier community supports one another, encourages collaboration and teamwork and respects work/life balance, all while recognizing the importance of a challenging, rewarding and inspiring career. Laurier has more than 19,000 students and 2,100 faculty and staff across campuses in Waterloo and Brantford, as well as locations in Kitchener and Toronto.

Diversity is one of Laurier’s core values. The university is committed to providing an inclusive workplace and employing a workforce that is reflective of local and national demographics. Our locations are situated on the traditional territories of the Neutral, Anishnawbe, and Haudenosaunee peoples. We recognize the unique heritages of Indigenous peoples and support their intentions to preserve and express their distinctive Indigenous cultures, histories, and knowledge through academic programming and co-curricular activities. Laurier’s Centre for Indigegogy is one example of how Laurier honours Indigenous knowledge.

We currently have an opportunity to join the Laurier community as an Associate Registrar, Student Finance and Client Services.
At Laurier, we are a community. It’s what brings our students here and what keeps our people here. As an educational institution, we inspire lives of leadership and purpose in our student community. As an employer, we seek, foster and value the same qualities of leadership and purpose in our employee community.

Reporting to the Assistant Vice-President, Enrolment Services and Registrar, and serving as a key member of the Enrolment Services leadership team, the Associate Registrar, Student Financial and Client Services is responsible for providing strategic leadership, operational direction and guidance to the Student Finance and Service Laurier units within Enrolment Services.

A senior management position with a high degree of responsibility and accountability both at the policy and operational level, the Associate Registrar, Student Financial and Client Services has primary responsibility and accountability for the efficient and accurate application of student finances, including all government aid, awards and bursaries, student fee assessment, invoicing, and collections, as well as student financial literacy. The incumbent is responsible for exemplary service delivery to students, parents, and internal stakeholders.

The incumbent plans, organizes, and manages all student billing and accounts receivable cashiering responsibilities relating to student activities. This results in collections in excess of $250 million annually. This includes timely remittance of fees collected from students on behalf of other organizations, and balancing student receivables. A high level of service and support when interacting with external partners, including sponsoring agencies, university health insurance plan administrators, external financial institutions, and collections agencies.

Financial aid programs are inclusive of the administration of over $20 million in University scholarships, University’s donor supported awards, and external awards, and processing and assessment of over 9000 government aid applications, including Ontario Student Assistance Program (OSAP), out-of-province funding, and Federal Student Aid (US). The incumbent will manage the implementation and maintenance of any program change as required by varying governing bodies, and be responsive to internal and external audit requests.

The Associate Registrar, Student Financial and Client Services oversees the development and implementation of Financial Literacy programs for the University and forms key relationships with partners across the campus to ensure effective delivery of these programs. The incumbent provides leadership and advice to senior administration on the appropriate forms of assistance for students and trends in financial assistance in support of institutional priorities for recruitment and retention.

The incumbent must be responsive to the service needs of prospective and current students, parents, the Laurier community, and our external partners. A mind for innovation and creative solutions is an asset in driving exemplary service delivery. The Associate Registrar, Student Financial and Client Services must be aware of evolving technologies and demonstrate innovation in updating technology in Student Finance and Service Laurier.

Laurier’s goal is to have the top-performing enrolment services unit in the province and the Associate Registrar, Student Financial and Client Services is a key individual in meeting this institutional objective.

This position has a university-wide mandate and is based at the Waterloo Campus. The incumbent provides leadership in a multi-campus environment, requiring regular interaction, communication and collaboration with staff and stakeholders at the Waterloo Campus, Brantford Campus and Toronto office and external partners. The incumbent will ensure the unit’s policies, programs and services are delivered equitably across all campuses and reflect the needs of local stakeholders. Regular travel to the Brantford campus is required.

Accountabilities : Student Accounts

    • Responsible for accurate up-to-date fee information and policies communicated to students in the online web Undergraduate, Graduate, Part-Time Studies Calendars, student handbooks and marketing material, and university website. Approves the content, and oversees and directs maintenance of Tuition and Fees section of the Laurier site;
    • Directs delinquent account review, including internal review and collections processes, and work completed by external collection agencies;
    • Management of university health insurance plan (UHIP) for undergraduate, graduate, and visiting scholars with SunLife;
    • Provide leadership and guidance in management of student account business processes, policies, holds processing, refunding, and regular student account maintenance ;
    • Directs the issuance of T2202 and T4A tax receipts issued to students ;
    • Plan and review technical advances to business processes to ensure best business practices, and low risk practices are in use for student receivables;
    • Must be knowledgeable in federal government regulations to ensure compliance with CRA guidelines in determining eligible credits and the reporting of all scholarship income to ensure penalties are not incurred by the university;
    • Accountable for tuition fee appeals;
    • Serves as an expert for financial changes that are government mandated;
    • Serves as resource to the Non-Tuition Fee Protocol Committee

Student Awards

    • Develops and co-ordinates the administration of all aspects of financial aid programs; works closely with the Development Office in the creation of new awards, ensuring compliance with University policy, government regulations and external donors;
    • Oversees Entrance Bursary and Scholarship program to ensure proper allocation of resources and provides analysis to senior administration on funding trends;
    • Reconciles with University’s Finance Department on year-end reporting of scholarships and awards provided to students;

Government Funding

    • Liaises with Ministry of Colleges and Universities  (MCU) concerning updates to the OSAP and other bursary programs which impacts business practices within the Financial Aid team and ensuring continuance of bursary funding;
    • Interprets and implements complex governmental policies; establishes strategic direction, objectives and departmental goals;
    • Interprets policies and directives from the MCU to improve and alter business processing for customer service and ensuring the highest level of accuracy, consistency and compliance with policy in program delivery;
    • Responsible for proper spending and reconciliation of government funding on programs including work study, and bursaries for students with disabilities;
    • Oversees the administration and reporting for all U.S. Department of Education and Veteran Affairs funding programs;
    • Ensures compliance with guidelines of policy and procedure for implementation of the Student Access Guarantee, enforcing the reporting of data to the MCU;

Student Services Delivery

    • Provides direction to the strategic development and implementation (both short and long term) of all Enrolment Service front-line services to ensure delivery of high quality service to various internal and external stakeholders in support of student success and the mandate of Enrolment Services;
    • Accountable for the management and delivery of applicable student enrolment services through front line (Service Laurier) to ensure that proactive, customer friendly front line services are provided with the goal of facilitating student success;
    • Coordinate internal outreach to support programming and initiatives requiring Enrolment Services expertise and knowledge;
    • Develops systems, policies, practices and procedures to enhance communications and services to students, ensuring that all services are available in the most accessible and efficient manner;

Financial Literacy and Student Programming

    • Accountable for the delivery of Financial Literacy and other programming intended to enhance student success and the mandate of Enrolment Services;
    • Investigates new technologies that aid in the delivery of effective financial literacy programs (including identification of target groups and methods of delivery) ;
    • Collaborates with on campus partners in the delivery of student programming;
    • Identifies new opportunities for partnerships both on and off campus to maximize the effectiveness of financial literacy and other student programs;
    • Develops budget and financial aid presentations to campus groups, high schools and others.

Human Resources and Leadership

    • Responsible for an area of 23 employees, with a total of 12 direct reports: 10 WLUSA staff, 1 PAG staff, and 1 manager;
    • Oversees, guides, mentors, empowers and provides sufficient consultation to ensure that staff meet the goals and expectations of the position;
      • Provides training
      • Performs annual performance reviews
      • Serves as a key member of hiring committees
      • Manages departmental organizational change
    • Reviews and revises Student Finance procedures; seek out innovative solutions to Student Finance Office issues;
    • Ensures compliance with applicable employment policies, health and safety policies, practices and legislation;
    • Develops and oversees management of Student Finance and Service Laurier budgets;
    • Serves on University committees and governance bodies providing support and subject matter expertise as required.
Qualifications :
    • Minimum undergraduate degree and at least 5 years related experience in student financial aid and/or relevant leadership experience in an Enrolment Services focused position; demonstrating progressive growth and responsibility
    • Strong organizational, decision-making and management skills
    • First-hand knowledge of Banner student records system and other software solutions
    • Advanced budget management skills
    • Problem solving skills; ability to analyse and streamline complex processes
    • Leadership experience with proven success in fostering a collaborative, team-centred environment
    • Excellent interpersonal, communication and conflict management skills
    • Knowledge of financial literacy trends, financial aid programs and experience with scholarship selection processes
    • Knowledge of cashiering and cash management principles, collection, and student receivable procedures
Grade : MG-3A
Salary : $94,763 – $118,454
Salary Notes : This is a full-time, limited term position until February 12, 2021. The anticipated start date for this position is January 13, 2020.
Please Note :

Please submit a cover letter and resume

Wilfrid Laurier University endeavors to fill positions with qualified candidates who have a combination of education, experience, skills and abilities to successfully perform the duties of the position while demonstrating Laurier’s Employee Success Factors.

Diversity and creating a culture of inclusion is a key pillar of Wilfrid Laurier University’s Strategic Academic Plan and is one of Laurier’s core values. Laurier is committed to increasing the diversity of faculty and staff and welcomes applications from candidates who identify as Indigenous, racialized, having disabilities, and from persons of any sexual identities and gender identities. Indigenous candidates who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact the Office of Indigenous Initiatives at jbecker@wlu.ca. Candidates from other equity seeking groups who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact Equity and Accessibility at equity@wlu.ca. We have strived to make our application process accessible however if you require any assistance applying for a position or would like this job posting in an alternative format, please contact Human Resources at 519-884-1970 ext.2007 or hr@wlu.ca.

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