Assistant Registrar

Key and Critical Responsibilities

<p>1. Board and Governance Administration </p><p>a) Supports the Registrar in coordinating and administering the business of the Board of Governors and its Committees. </p><p>b) Schedules and coordinates meetings of the Board of Governors and Board Committees, as required. </p><p>c) Coordinates the preparation and circulation of agendas, Board papers, reports and other documentation required for Board and Committee meetings. </p><p>d) Records and prepares accurate minutes of meetings of the Board of Governors and Board Committees, as assigned. </p><p>e) Assists the Registrar in monitoring and following up on Board decisions to support their timely implementation. </p><p>f) Prepares and/or drafts Board notes, management reports, administrative reports and other governance documents as required. </p><p>g) Maintains appropriate records of Board proceedings, decisions and related documentation.  </p><p>2. Policy Development and Administration </p><p>a) Leads and coordinates activities relating to the development, review, approval, implementation and assessment of institutional policies and procedures. </p><p>b) Conducts or coordinates reviews of existing policies and procedures to determine their continued relevance, effectiveness and compliance with applicable requirements. </p><p>c) Provides advice and recommendations to the Registrar and Management on policy matters and areas requiring development, revision or improvement. </p><p>d) Coordinates consultations with relevant internal and external stakeholders in the development and review of policies and procedures. </p><p>e) Monitors the implementation of approved policies and procedures and supports periodic assessments of their effectiveness. </p><p>f) Maintains an appropriate system for recording, monitoring and communicating institutional policies and procedures. </p><p>3. Legal and Regulatory Compliance </p><p>a) Assists the Registrar in promoting compliance with applicable laws, regulations, rules, policies and procedures governing the Institute. </p><p>b) Reviews administrative and policy matters, within the scope of the position, to identify potential legal or regulatory implications. </p><p>c) Keeps abreast of relevant legislative and regulatory developments that may affect the Institute's operations and brings significant matters to the attention of the Registrar. </p><p>d) Provides appropriate legal and regulatory support to the Registrar and Management within the scope of the position and the incumbent's professional competence. </p><p>e) Liaises with relevant Government agencies, statutory bodies, professional institutions and other external organizations on matters relating to the responsibilities of the Office of the Registrar. </p><p>4. Records and Information Management </p><p>a) Ensures the proper maintenance and organization of filing, records and information management systems to satisfy administrative, legal and financial requirements. </p><p>b) Supports the development and maintenance of systems to ensure the secure, accurate and timely retrieval of institutional records and information. </p><p>c) Promotes appropriate standards for the confidentiality, security and integrity of Board, legal, policy and administrative records. </p><p>d) Assists in identifying opportunities to improve records and information management processes within the Office of the Registrar. </p><p>5. Financial and Budget Administration </p><p>a) Assists the Registrar in the preparation and management of the budget for the Office of the Registrar. </p><p>b) Maintains appropriate records relating to budget preparation, expenditure and financial administration. </p><p>c) Applies sound financial and administrative practices in accordance with the Institute's policies and applicable requirements.</p><p>6. Administration and Stakeholder Relations </p><p>a) Provides administrative and professional support to the Registrar in the effective functioning of the Office of the Registrar. </p><p>b) Liaises with administrative, technical and professional staff and employees, as required. </p><p>c) Liaises with personnel of other institutions, Government agencies, statutory bodies and external organizations to obtain information as directed. </p><p>d) Establishes and maintains effective professional relationships with Management, employees and other stakeholders. </p><p>e) Represents the Office of the Registrar at meetings, consultations and other engagements, as authorized. </p><p>7. Supervision and Team Support </p><p>a) Supervises junior staff assigned to the Office of the Registrar, as required. </p><p>b) Provides guidance and support to assigned staff to promote effective performance and adherence to established policies and procedures. </p><p>c) Participates in staff development, performance management and other supervisory activities within the scope of the position. </p><p>d) Promotes a collaborative and professional team-based working environment. </p><p>8. General </p><p>a) Identifies opportunities to improve the efficiency, effectiveness and quality of administrative and governance processes. </p><p>b) Exercises initiative and independent judgement in addressing matters within the scope of assigned responsibilities. </p><p>c) Performs related duties and functions as may reasonably be required by the Registrar and are consistent with the responsibilities of the position. </p>