Department: Student Financial Services
This position is represented by the agreement between the Professional Staff Association and the University of Guelph
If you are a current employee of the University of Guelph you must apply on the internal Career Page in order to be considered as an internal applicant.
Career Opportunities (sapsf.com)
General Purpose
The University of Guelph is nationally recognized for its outstanding teaching and research, consistently ranking among the top institutions in Canada. We are proud to be included in the 2025 Times Higher Education (THE) World Reputation Rankings, securing our place among the most prestigious universities globally. As a vibrant, world-class institution, Guelph is committed to fostering a diverse and inclusive community where innovation, excellence, and well-being thrive.
As a hub for academic and research excellence, Guelph is dedicated to creating a positive, collaborative environment that empowers individuals to make meaningful contributions. Working at the University of Guelph means being part of an organization that prioritizes professional growth, work-life balance, and community engagement.
The Office of Registrarial Services (ORS) plays a critical role in supporting the academic success of students and ensuring the smooth operation of academic records, course registration, and student services. Through its impactful work, the ORS helps shape the student experience, supporting a seamless and efficient process that enables students to achieve their educational goals.
The Assistant Registrar, Student Business, reports to the Associate Registrar, Student Financial Services (SFS), and plays a critical role in managing student billing, students awards, financial aid and account services worth approximately $490 million across multiple campuses. This position leads a team responsible for the assessment, invoicing, and collection of fees for approximately 35,000 students, ensuring accuracy and compliance with University policies. The primary objective is to provide exceptional leadership in managing financial operations and systems related to student accounts while fostering a positive, service-oriented environment for students and campus stakeholders.
Duties and Responsibilities
- Manage the accurate assessment and collection of tuition, compulsory fees, student housing, meal plans, and miscellaneous charges for approximately 35,000 students across multiple campuses.
- Provide leadership and strategic direction to the Student Business team.
- Hire, mentor, and manage a team of 6-7 staff, including professionals and unionized members, ensuring efficient operations, training, and development.
- Maintain and oversee the Colleague Student Information System's financial module, ensuring its integrity and managing system updates and troubleshooting.
- Recommend new student financial policies or changes to existing policies to the Associate Registrar, SFS, and develop procedures related to student financial activity.
- Oversee the preparation and distribution of semesterly invoices and manage the collection of student accounts, ensuring all fees are accurately charged and collected.
- Collaborate with internal departments (e.g., Student Housing, Hospitality Services, Office of Graduate & Postdoctoral Studies) and external entities to ensure accurate financial records and efficient service delivery.
- Generate and analyze key reports, including revenue, outstanding balances, and deferred revenue, to support financial decision-making.
- Develop and maintain internal controls related to student financial transactions, ensuring compliance with University policies and accounting standards.
- Lead training initiatives for both staff and students on financial processes, systems, and policies to ensure clarity and efficiency.
- Foster a student-centric environment by ensuring excellent customer service when interacting with students and their families, particularly regarding financial difficulties.
- Oversee the maintenance and retention of student financial records in accordance with University policies and legal requirements (e.g., FIPPA).
- Work with internal and external auditors to ensure compliance with financial reporting standards, invoicing procedures, and payment systems.
- Ensure the preparation and distribution of CRA receipts (e.g., T2202, T4A) in accordance with federal guidelines and timelines.
- Collaborate with the IT department to integrate new functionalities and payment methods into the financial system, ensuring accuracy and efficiency.
- Work closely with the Communications Manager to update and manage all financial communications, including web content, emails, and social media posts to students regarding financial matters.
Requirements
- Undergraduate degree in Business Administration, Accounting, or a related field.
- Six years of progressive experience in a high-volume environment, with at least five years in a supervisory or management role.
- In-depth knowledge of GAAP, financial business operations, accounts receivable, and financial reporting.
- Knowledge of University policies, particularly related to student accounts, financial transactions, and data privacy.
- Proven experience in staff development, performance management, and fostering a collaborative work environment.
- Strong organizational skills with the ability to handle multiple tasks and projects simultaneously, while ensuring attention to detail and meeting deadlines.
- Familiarity with internal controls, auditing practices, and compliance standards for student financial records.
- Strong analytical abilities to resolve complex financial issues, particularly in high-volume settings.
- Ability to identify trends in student financial data and implement process improvements.
- Exceptional written and verbal communication skills, with the ability to explain complex financial concepts clearly.
- Presentation skills, with the ability to facilitate meetings, workshops and training.
- Strong interpersonal skills and the ability to build relationships with students, faculty, staff, and external stakeholders.
- Experience in leading change management initiatives and improving operational efficiencies.
- Ability to handle sensitive financial situations with empathy and professionalism.
- A proactive attitude towards continuous learning, staying current with industry trends, technology, and best practices.
- In-depth knowledge of Canadian tax laws (e.g., T2202, T4A), privacy regulations (e.g., FIPPA), and financial aid regulations.
- Extensive knowledge of Student Information Systems (ideally Ellucian) and its integration with other systems.
- Advanced proficiency in MS Office (Teams, Excel, PowerPoint, Word, Outlook, Access), Adobe Acrobat, Azure DevOps, and flowcharting software such as Lucidchart or Visio.
Employee Type: Regular
Position Number: 10443010
Classification: P&M FT- Band 06
Professional/Managerial Salary Bands
At the University of Guelph, fostering a culture of inclusion is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.
Posting Date: 02/27/2025
Closing Date: 03/06/2025
