The Opportunity

Halifax, NS
Education and Training
Full-time - Permanent

Position: Assistant Registrar- Transfer Articulation (APC)

Department: Registrar's Office, Enrolment Services

Salary: $63,200 - $81,441 (Group 6)

Under the direction of the Registrar, the Assistant Registrar - Records, Transfer Articulation ensures the efficient operation of the Transfer Student Centre and University Records Office with oversight and coordination of Transfer Articulation Agreements. Working closely with Deans, Departmental Chairs, Faculty and Advising units is responsible for the strategic development and facilitation of the transfer mobility process. The positon is responsible for outreach to partner institutions, recommends new partners for articulation agreements and is the primary liaison with partner institutions, and drafts articulation agreements in cooperation with the Deans. The positon oversees the daily processing of student records throughout the life cycle of a student file, from registration through to graduation while managing the electronic archive process and system. 

What you'll do


Duties in this position include, but are not limited to:

  • Supervises full-time unionized staff and student assistants.
  • Assigns tasks and/or delegates responsibility to ensure a smooth workflow process within the Records office and to review and implement process changes when necessary.
  • Monitors performance and provides day-to-day and periodic formal performance feedback; Completes probationary reports and determines whether to confirm employment of direct reports.
  • Counsels, and provides training and development opportunities to enhance performance level and team participation.
  • Selects and recommends hiring of employees who are direct reports, confirms selection and transfer of indirect reports.
  • Resolves employee concerns either directly or through established grievance/complaint procedures; Initiates disciplinary action, recommends and justifies discharge where warranted.
  • Responds to complaints, investigates and resolves issues from students, parents' agents and university members. Takes corrective action when necessary.
  • Ensures the efficient operation of the transfer evaluation process; facilitates the paperless workflow process between the Registrar's office and faculty and departments. 
  • Researches and verifies out of country institutions for degree granting accreditation.
  • Supports and provides guidance of transcripts and grading schemes interpretation for out of country institutions.
  • Ensures data integrity of the transfer credit database and related student data in Banner.
  • Maintains the Nova Scotia Council on admission and Transfer (NSCAT) database for Saint Mary's University.
  • Collaborates with Deans, faculty and departments concerning process changes and implementations. 
  • Researches transfer credit practices in other jurisdictions. (e.g. BCCAT, ONCAT, ACAT, PCCAT) and internationally.
  • Researches current transfer student's data including (sending institutions, credit awarded, student persistence, progression and success).
  • In cooperation with the Registrar, develops and maintains the Articulation and Transfer Credit Policy that defines the overarching principles, policies and responsibilities with regards to institutional articulation and transfer credit.
  • Researches and identifies evolving transfer processes and systems to support transfer students and efficient transfer assessment response times. 
  • Identifies partners for articulation and draft agreements, in cooperation with the Deans; Maintains regular follow up with articulation partners to resolve issues and find ways to grow the relationship
  • Establishes and maintains relationships with faculty, departments and advising units ensuring smooth workflow of transfer assessment process.
  • Visits articulation partners and facilitates visits by Recruitment staff and Faculty Advisors as appropriate.
  • Maintains relationships with recruitment agents, representing institutions with formalized articulation agreements and resolve issues between institutions. 
  • Represents Saint Mary's on the NSCAT Working Committee.
  • Acts as designate for the Registrar on various committees
  • Oversees records management process of student files from registration through to convocation.
  • Responsible for the long-term digital storage of archived records.
  • Supports the probation, suspension and dismissal communication and documentation process.
  • Ensures proper processing of student records processes including but not limited to grade changes, Letters of permissions, student reactivations and honours/honours equivalency applications.
  • Other duties as required

What you'll need


To be the successful Assistant Registrar - Transfer Articulation you will possess an Undergraduate degree in Business, Arts, or Science with a minimum three (3) years related experience in a cross cultural and transfer student environment, either in a Registrar's Office or as a Faculty Advisor responsible for transfer student advising. International experience and/or college experience in addition to the Canadian University environment would be an asset. Excellent interpersonal, communication and organizational skills with demonstrated supervisory experience; unionized environment considered an asset. You are proficient in Microsoft Suite and transfer credit systems, Banner experience would be considered an asset. You are able to make decisions and achieve goals in a high paced environment with multiple competing priorities. You must be willing to travel internationally and be able to obtain and hold a valid passport for international travel.

A little bit about us

Saint Mary’s University

Founded in 1802, Saint Mary's University is one of Canada's oldest and leading institutions of higher learning and has evolved into a vibrant and engaged community of students, faculty, staff, and alumni from more than 100 countries around the world. Saint Mary's University is home to one of Canada's leading business schools, a Science Faculty widely known for its cutting-edge research, a comprehensive and innovative Arts Faculty and a vibrant Faculty of Graduate Studies and Research.

Saint Mary's University hires on the basis of merit and is committed to the principles of employment equity. Saint Mary's University encourages applications from qualified women, visible minorities, Aboriginal people, and people with disabilities. Preference will be given to Canadian citizens and permanent residents of Canada. Visit our web site at

Are you interested?

Work With Us

Apply for this opportunity online by visiting and use our online application system through CareerBeacon. Select the position you are interested in and apply by clicking the "Apply Online Now" button. Please include the names of three professional references. No telephone calls please.

Competition Opens: September 11, 2019 Competition Closes: September 21, 2019

Saint Mary's University hires on the basis of merit and is committed to the principles of employment equity. Saint Mary's University encourages applications from qualified women, visible minorities, Aboriginal people, and people with disabilities. Preference will be given to Canadian citizens and permanent residents of Canada.

Saint Mary's University thanks all applicants for applying. Only those selected for interviews will be contacted.

Saint Mary's University promotes a Healthy Campus including a Scent-Free environment and a Smoke-Free Campus.