Complete Position Details
Posting Number: CPM-11912 |
Position Title: Manager, Student Systems |
Department: Office of the Registrar |
Category: Managerial/Professional |
Reports To: Director, Student Administrative Systems |
Affiliation/Union: CPM |
Salary Grade: F |
Hiring Salary Range: $82,805 - $93,155 |
Maximum of Salary Range: $113,856 |
Hours of Work: 8:30 am - 4:30 pm |
Position Start Date: June 3, 2019 Position End Date: June 2, 2021 |
Full-Time / Part-Time: Full-Time
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Duration: Contract |
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Purpose:
PLEASE NOTE: Applications for this
posting will be accepted until 4:30 pm on Friday, July 26, 2019.
PLEASE NOTE: The contract end
date for this position has been extended to June 2, 2021.
To advance the Division of Students’ vision as ‘Partners in Student Success’, the
Systems team within the Office of the University Registrar (OUR) collaborates very
closely with University Information Technology (UIT) in the development,
maintenance and user support of all student-facing and administrative student
information systems to effectively enhance the student experience from student
recruitment through to convocation. The Systems team supports and enables OUR
functional partners (Recruitment and Admissions, Student Financial Services, Core
Registrarial Services and Student Client Relations), Faculties and other university
units to achieve their student service objectives through operational support and
systems enhancements.
Reporting to the Director, Student Administrative Systems, the Manager applies
expertise in people management, business systems analysis, project management
and process improvement to lead a team of analysts to provide quality customer
service in systems processes, on-time delivery of systems solutions, and information
needs for the entire student lifecycle which include recruitment, admissions,
enrolment, scholarships and awards, student accounts, financial aid, registrarial
services, academic scheduling, student records and convocation. In collaboration
with other non-academic and academic partners, the Manager provides leadership
in identifying opportunities for systems enhancements, defining and satisfying the
requirements of student-focused systems to improve student experience.
Through a strategic and data driven approach, the Manager leads, develops and
builds a high performing team that shares a vision for outstanding results to meet
evolving business needs. |
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Responsibilities:
EMPLOYEE AND TEAM DEVELOPMENT AND MANAGEMENT:
Effectively manage and develop a team of analysts to maximize team performance.
Leverage the Individual Development Plan (IDP) process to elevate employee capacity.
Increase employee engagement.
Mentor, coach and develop team to address both business and individual needs.
Build team capacity in project management, process improvement and business performance
management to measure and to increase the effectiveness, quality and efficiency in our service
delivery.
OPERATIONAL SUPPORT:
Partner with UIT to collaboratively create, enhance and maintain student information and
administrative systems to achieve maximum effectiveness and efficiency in support of student
success.
Ensure timely set-up of student systems according to the academic cyclical calendar in support
of critical University academic operations.
Ensure high level of reliability and availability of these systems.
Provide analytical support to Faculties and Administrative groups in response to information
requests to inform decision making across the University.
Educate users on the use and interpretation of reported data.
Develop and ensure accurate maintenance of business rules, reference tables and other
controls within the applications in a timely manner to support the academic cycle and business
operations.
Manage ticket tracking system (such as Cherwell) and extract insights from ticket statistics to
implement operations process improvements.
Develop and maintain service level commitments with stakeholders.
PROJECT MANAGEMENT:
Apply best practices in project management and business system analysis within the systems
area to deliver quality solutions that meet users’ expectations; this includes detailed
documentation of business requirements, technical design reviews, user testing strategies, risk
management, change management, status communications, user documentation and solution
implementation.
Lead discussions on process and information challenges to define high level needs for systems
enhancements.
Facilitate discussions with the various user groups across the University to document systems
gaps and identify detail business and functional requirements.
Identify a range of feasible options including business process change as well as technological
change.
Liaise between business and UIT to translate business requirements into systems
specifications.
Collaborate with Faculty and department representatives on the prioritization and
implementation of new and enhanced student-focused tools to improve student experience.
Partner with UIT and Academic units to ensure a coordinated and integrated approach to
project planning and execution to achieve project targets and objectives.
Identify accountabilities, define project success metrics, manage project teams and monitor
project activities.
REGULATORY:
Create and maintain standard operating procedures to ensure the security and protection of
university tools and student data.
Ensures internal process and controls are adhered to so that data compiled for the MAESD
(Ministry of Advanced Education and Skills Development) e.g. enrolment audit requirements has
met the appropriate standards.
Ensure that rules and regulations are interpreted and applied correctly.
Keep abreast of all contractual and legislative obligations and administer accordingly. |
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Contacts:
Type: Senior University Management Offices. Purpose: Strategic planning and developing solutions to requirements, seek input on business challenges and needs, project presentations, reviews, status updates, support information needs.
Type: Deans and Associate Deans. Purpose: Seek input on business challenges and needs, propose solutions, provide updates, project presentations, reviews, status updates, support information needs.
Type: Various university departments/Faculties. Purpose: Seek input on business challenges and needs, collaborate on documenting business requirements, propose solutions, provide updates, project presentations, reviews, status updates, offer advice and technical expertise, support information needs, information exchange.
Type: University Information Technology. Purpose: Provide business requirements, review solution designs, negotiate on the timing of solution delivery.
Type: Students. Purpose: Obtain information; present new initiatives and solicit feedback, information exchange.
Type: External Vendors. Purpose: To source out and evaluate possible technical solutions.
Type: Other University and Colleges. Purpose: Maintain contacts with colleagues outside of York University. Work collaboratively and share data (within privacy regulations) with institutions who offer joint programs with York. |
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Supervisory Responsibilities:
Affiliation |
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Number of Individuals |
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Direct/Indirect |
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Type |
YUSA |
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5-8 |
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Direct |
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Administrative/Secretarial/Clerical |
YUSA-2 |
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1-2 |
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Direct |
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Administrative/Secretarial/Clerical |
Nature of Responsibility of Others:
Determine/assign the work; prepare job summary details (roles/responsibilities, skills, experience, education, etc.).
Participate in the job evaluation process as the manager on record to support and comment on changes to positions (e.g. significant changes, temporary assignments, etc.).
Hire, fire, monitor, assess work, discipline staff. The position has responsibility for management under collective agreements (e.g. grievances, performance issues, attendance management etc.).
Manage performance/performance development, set goals, manage expectations; provide ongoing feedback to staff.
Manage resources effectively to provide for employee training and growth, to meet the operational goals and objectives.
Responsible for Occupational Health and Safety (OHS). |
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Physical & Sensory Demands/Environmental Conditions:
Notes: Position has a private office. No demanding physical requirements needed; standard office environment.
Sensory: Requires auditory skills for listening to interpret information as the liaison with clients/stakeholders. Requires visual attention to detail to review reports and analytics both in hard copy and electronic format. Spends a considerable amount of time working with computer system applications. Keyboarding required but not for speed.
Position requires multi-tasking with several projects on the go at one time.
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Decision Making:
The Manager, Student Systems represents the Office of the University Registrar (OUR)
as it pertains to developing and supporting technical solutions to business practices.
Makes recommendations to stakeholders and plays a leadership role in the design,
development, implementation and maintenance of applications. Works in close
collaboration with the academic and non-academic administrative managers/staff and is
accountable for the delivery of quality student information and administrative systems
and reporting. |
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Direction Received:
Works independently and on own initiative under general direction from the Director,
Student Administrative Systems. Has a thorough understanding of all projects and
cyclical activities to manage within the scope of responsibilities. Recommends
solutions and options; alerts leadership to impact on processes/procedures to minimize
risk. The incumbent is expected to work within a broad margin of independence. |
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Financial/Budgetary Control:
Payroll Budget |
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$700000 |
Operating Budget |
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$15000 |
Manages and plans for the local budget; monitors throughout the budget cycle and projects and makes recommendations during budget planning exercises. Considers impact of staffing resources on the work and potential costs for any related work expenses.
Has responsibility for safeguarding data that is in the student administrative systems. Confidentiality and privacy considerations are key priorities when designing how systems will be used by the end user. Also supports systems where data is generated for government reporting and must meet all applicable safeguards in collection and transmission.
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Education:
University degree preferably in Computer Science, Engineering, Mathematics or
Business Administration with a focus in business information systems. |
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Experience:
5 years progressive experience in business systems analysis, process analysis,
systems development and systems testing with a broad working knowledge of
information technologies, preferably in a University environment in areas pertaining
to the Registrar’s Office.
3 years hands-on experience providing direct support to users and stakeholders in
systems enhancements, maintenance and operations of business information
systems.
2 years in people management of two or more employees which includes resource
planning, recruitment, and individual development plans and performance reviews.
Proven ability in leading, coaching and building a high performance team.
2 years in project management.
2 years in process improvement.
3 years leading cross-functional team discussions on business requirements and
solutioning.
Excellent understanding of process flows, requirements gathering techniques,
process mapping and Systems Development Life Cycle (SDLC).
Experience in using data to drive process and quality improvements.
Experience in setting and monitoring service level commitments.
Proven experience in building and maintaining partner and client relationships.
Direct experience in leading and developing a team to deliver quality customer
service.
Demonstrated superior flexibility in the face of ambiguous situations, shifting
demands and challenging work environments.
Knowledge of change management concepts.
Knowledge of the cyclical activities within an academic year.
Understanding of collective agreement administration and working in a unionized
setting. |
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Skills:
Strong people management and leadership skills to elevate individual and team
capacity.
Strategic skills and partnership focused.
Strong relationship building and self-management skills.
Analytical and possesses a combination of strong business acumen and technical skills.
Clear, concise and effective verbal and written communication skills.
Ability to explain technical concepts in a non-technical manner.
Demonstrated expertise in liaising between business and IT in systems support.
Share and live our divisional values: Respect, Excellence. Innovation, Collaboration,
Accountability, Care and Inclusion. |
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Recruitment Checks:
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This position requires the candidate to produce a verification of degree(s), credentials(s), or equivalencies from accredited institutions and/or international equivalents at the time of interview.
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Criteria for Exclusion from a Bargaining Unit: This position supervises other employees and makes recommendations that affect those supervised, such as hiring, firing, promotion, and/or discipline. This position has responsibility for management action under collective agreements (e.g., notice of job closure, grievances, performance issues, etc.).
This position is responsible for formulating, managing and administering budgets for the University, including the allocation of resources for the employment of staff. If this position's responsibilities are primarily accounting/bookkeeping and reconciliation functions, do not check this box.
Due to the confidential capacity of this position, given it directly reports to individuals engaged in the administration of collective agreement, including grievances, negotiations, etc., the incumbent would have prior knowledge of the University's position in negotiations. This would place the incumbent in a conflict of interest.
This position is responsible for the formulation of policy objectives and makes effective policy recommendations related to the development of administrative and academic programmes, including recommendations that would impact on staffing complement.
This position is required to perform duties and has responsibilities which, while not described above, are not included in a bargaining unit (e.g., excluded under a certificate by the Ontario Labour Relations Board.
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Dates: |
Internal Posting Date: May 24, 2019 |
Internal Application Deadline: Posted until filled |
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Extended Posting Date: May 24, 2019 |
Extended Application Deadline: Posted until filled |
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External Posting Date: July 4, 2019 |
External Application Deadline: Posted until filled |
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Please Note: All applications must be received by 4:30 p.m. on the posted deadline date.
Thank you for your interest in a career with York University.
Are you interested in applying to CPM-11912?
To apply to this position click the following link to access our online application portal: https://hr2.apps01.yorku.ca/machform/view.php?id=13474
During the application process, please ensure that:
- You have submitted a complete application package using our online application portal*. A complete application package consists of the completed application form, a cover letter and resume
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- A complete application package has been submitted for each job posting you are applying for.
- You have quoted the appropriate posting number on your application form and in the subject line of your email. Please keep the posting number and position description for future reference or inquiries.
The University welcomes applications from all qualified individuals, including individuals within the University's employment equity categories of women, persons with disabilities, members of visible minorities and aboriginal persons, individuals of diverse gender and sexual orientation and all groups protected by the Human Rights Code. York University is committed to employment equity and diversity and a positive and supportive environment.
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Please note, due to the high volume of applications received only those selected for an interview will be contacted.
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