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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
Duration: Contract

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.
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.

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.

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.

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.
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.
Supervisory Responsibilities:
Affiliation   Number of Individuals   Direct/Indirect   Type
YUSA   5-8   Direct   Administrative/Secretarial/Clerical
YUSA-2   1-2   Direct   Administrative/Secretarial/Clerical

Nature of Supervisory Responsibility:
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).
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.
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.
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.
Financial/Budgetary Control:
Payroll Budget   $700000
Operating Budget   $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.
University degree preferably in Computer Science, Engineering, Mathematics or Business Administration with a focus in business information systems.
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.
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.
Recruitment Checks:
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.
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.

Internal Posting Date: May 24, 2019
Internal Application Deadline: Posted until filled
Extended Posting Date: May 24, 2019
Extended Application Deadline: Posted until filled
External Posting Date: July 4, 2019
External Application Deadline: Posted until filled

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:

During the application process, please ensure that:

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.

York University offers accommodation for applicants with disabilities in its recruitment processes. If you are contacted by York University regarding a job opportunity or testing, please advise if you require accommodation.

We are committed to enhancing our environmentally and socially responsible practices for the benefit of all members of the York community. Our long term perspective recognizes our responsibility to be innovators and to continually work as a community to reduce our ecological impact.

Please note, due to the high volume of applications received only those selected for an interview will be contacted.

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