Reporting to the Dean of Academic Systems – Registrar, the Coordinator – Admissions and Systems Support provides strategic and operational leadership for Day sector Admissions and related academic systems functions. The role ensures compliant, efficient, and student centered admission processes while overseeing the human, financial, and technical resources assigned to Admissions and Systems Support.

The Coordinator ensures alignment between admissions operations, institutional priorities, Ministry regulations, and student success objectives. The role maintains the integrity, security, and effective use of academic systems and ensures the accuracy and timely reporting of admissions statistics to support institutional planning and regulatory obligations.

More specifically, but not limited to, the Coordinator is responsible for the following:

Admissions Leadership and Team Management:

• Plans, organizes, directs, and evaluates all activities related to Day sector admissions, including domestic, international, and non resident applicants;
• Manages, supervises, and evaluates personnel within the Admissions and Systems Support team, including staffing, recruitment, workload allocation, and performance management;
• Manages financial resources allocated to Admissions and Systems Support;
• Ensures consistent and timely processing of applications, admission decisions, condition verification, and final confirmation of admission, including oversight of international and non resident applicant processes;
• Oversees the creation, configuration, and maintenance of program grids within institutional and Ministry systems, including Clara and SOBEC, and ensures accurate placement of admitted students into their designated program pathway;
• Intervenes in complex, sensitive, or exceptional student files requiring managerial oversight.

Regulatory Compliance, Documentation Governance, and Audit Oversight:

• Ensures that all admissions and certification processes, documentation practices, and student record creation comply with Ministry regulations and relevant College by laws and policies;
• Oversees the validation and conformity of admitted student documentation, including international and non Quebec resident files;
• Ensures the appropriate and compliant use of institutional systems such as Clara, partner platforms including SRAM DALI, and Ministry systems such as ARIANE, Charlemagne, Socrate and SYSEC;
• Maintains readiness for internal and external audits related to admissions and student records, and implements corrective or preventative measures where required.

Academic Systems Governance and Systems Support:

• Provides functional oversight of the integrity, security, and appropriate use of academic systems used by the College, including Clara, the SRAM DALI platform, and related Ministry systems;
• Approves user access and role permissions for institutional academic systems in accordance with established policies, in collaboration with Information Technology Services, which retains technical security oversight;
• Ensures that system access, data practices, and operational use comply with institutional policies and regulatory requirements.

Institutional Collaboration, Enrollment Strategy, and Representation:

·   Provides admissions analysis and risk assessment to inform institutional planning and enrollment management;

• Contributes to the development and implementation of the College’s recruitment and enrollment strategy, including coordination of major initiatives such as Open House and other enrollment events;
• Represents the College in admissions related matters with SRAM, Ministry bodies, school boards, and external partners;
• Works collaboratively across the Registrar’s Office and with internal departments to ensure coordinated service delivery and consistent communication of admission requirements and policies.

Change Management and Continuous Improvement:

• Leads review and modernization initiatives within Admissions and Systems Support and contributes to operational improvement across the Registrar’s Office.
• Identifies opportunities to enhance workflow integration, service delivery, and operational efficiency.
• Ensures staff training, procedural documentation, and system practices remain current and aligned with evolving regulatory and institutional requirements.

Other related tasks which fall within the scope of the classification of this position may be assigned.

Schedule: Monday to Friday, 8:30 a.m. – 4:30 p.m. (35 hrs/week)

Contract: Until June 22, 2027, or until the return of the incumbent to their position.

Classification: Cadre – Classe ADM-7

Salary: $96, 377 -$128, 500

Qualifications:

• Undergraduate degree; studies in management or operations management considered an asset;
• Minimum of five (5) years of relevant experience in the education sector, preferably at the college level and within a unionized environment;
• Strong knowledge of the Cégep system and applicable regulatory framework;
• Demonstrated experience in team management, performance supervision, staff development, and operational oversight;
• Experience in process improvement and change management within a complex organizational environment;
• Strong analytical and organizational skills, with the ability to implement effective procedures;
• Ability to manage multiple priorities and perform effectively in a high volume, deadline driven environment;
• Excellent interpersonal and customer service skills;
• Fluently bilingual with excellent oral and written communication skills in English and French (to be tested);
• Good working knowledge of Microsoft Office (to be tested);
• Experience with other academic systems considered an asset.

The above criteria are established in accordance with provisions of Article 7-2.00 of the Policy for Management Personnel.

Posting authorization has been granted by MES - Internal college employees and public service employees have priority of employment.