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Associate University Registrar, Financial Aid - Full Time / À Temps Plein

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Queen's University

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Industry Sector: Social Services/Education / Services sociaux/ Éducation

Organization Description:

Queen’s University is the Canadian research intensive university with a transformative student learning experience.  Here the employment experience is as diverse as it is interesting.  We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more. 

We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society.

Come work with us!

Job Listing #17388

Associate University Registrar, Financial Aid • Full Time / À Temps Plein

Date Posted: 23 Jan 2023

Application Deadline: 12 Feb 2023

Location: Kingston and Surrounding Area

Category: Clerical/Administrative / Administration/Travail de bureau

Hours Per Week: 35

Pay Rate: Salary / Salaire OVER 55,001

Language Requirements: English / Anglais

Job Description:

Reporting to the University Registrar, the Associate University Registrar, Financial Aid (AUR, Financial Aid) is responsible for financial aid policy recommendations and dissemination of policy to the University community and is responsible for the delivery of services that reflect the strategic direction and goals of the University. The AUR, Financial Aid is responsible for planning, directing, implementing, and managing the provision and coordination of financial aid from internal and external sources to students in the form of university-wide need-based bursaries, undergraduate scholarships, work-study, tuition support plan, short-term loans, the RBC/Queen’s student line of credit and government student loans and grant programs. The AUR – Financial Aid manages, provides daily overall leadership and direction, supports and is accountable for a large and diverse range of fundamental activities related to the administration, coordination, and allocation of student financial aid and financial aid advising to Queen’s students.

The incumbent, in collaboration with the Executive Director, Finance and Administration (Student Affairs) and the University Registrar, is accountable to ensure full compliance with government regulated policies, financial aid policies, adherence to internal controls, comprehensive reporting and financial aid budget preparations.

The AUR, Financial Aid plays an important role in the University’s efforts to enhance equity, diversity, inclusivity, and Indigenization and has a proven track record of an inclusive, anti-racist approach to all that they do.


  • Engages in strategic planning and policy development for the Office of the University Registrar ("OUR"), as a member of the management team;
  • Recommends and implements a strategic plan for financial aid; ensures (within organizational constraints) systems and services provided meet the needs of stakeholders and reflect the strategic direction of the OUR and the goals of the University;
  • Coordinates the administration and distribution of student financial aid to provide the maximum benefit to students and to the University; allocates internal need-based and merit-based funds to provide the optimal student financial aid package for recruiting and retaining top undergraduate students and need-based support for graduate students;
  • Ensures a communication and information management strategy that maximizes the dissemination of accurate and timely information to all students, staff, and faculty requiring it, designed to support the information and operational requirements of the University as well as the individual students, Faculties and Schools;
  • Identifies appropriate measurement criteria and evaluates statistical results; develops performance metrics to ensure financial aid targets support strategic enrolment initiatives;
  • Develops, implements, and evaluates business processes and procedures, ensuring compliance with government regulations related to financial aid. This includes the development and presentation of formal recommendations, providing analysis of options, resource estimates and risk/benefit analysis with the objective to facilitate effective financial aid decisions;
  • Consults, supports, and coordinates with AUR colleagues, and Undergraduate Admission and Recruitment on the management and integration of financial aid policies, practices, and procedures including registration, fees, and admission services to reflect the significant impact of financial aid on the strategic recruitment and admission of undergraduate students;
  • Manages, plans allocations, and distributes the financial aid budget to maximize the value of available funding;
  • Collaborates closely with the Office of Advancement and directly with donors to achieve maximum value and flexibility in the definition of terms of reference for various bursaries, awards, and scholarships;
  • Maintains internal and external liaison with, and for, the University on all matters that relate to student financial aid and its role in recruitment, admission, retention, and international opportunities and participates on a wide variety of standing and ad hoc committees where valuable and appropriate, e.g. Universities Canada, the Canadian, Ontario, and USA Associations of Student Financial Aid Administrators, the Senate Committee on Scholarships and Student Aid, Faculty and School Awards Committees, etc.;
  • Manages and directs a team of professional financial aid staff; ensures effective and efficient office management; responsible and accountable for financial planning, budgeting and effective allocation and optimum deployment of financial, human, and technical resources;
  • Promotes a culture of inclusion, with a commitment to the university's equity, diversity, Indigenization, accessibility, and inclusion initiatives designed to foster an inclusive, supportive, and welcoming work environment for individuals with diverse backgrounds and identities;
  • Plans, prioritizes, and manages the work of employees, providing strategic and tactical advice, guidance, and coaching. Identifies the need for staff resources, participates on staffing committees, and makes effective recommendations regarding employee selection;
  • Manages performance by establishing performance standards, reviewing, and evaluating performance and conducting formal performance reviews on an ongoing basis;
  • Assesses staff training and development needs, and ensures that employees receive training required to improve and sustain successful performance;
  • Investigates, addresses, and resolves employee/labour relations issues, including making decisions regarding disciplinary and discharge matters.


  • Undergraduate degree in relevant field required (Student Affairs, Business, Public Administration); Graduate degree preferred;
  • Minimum ten years demonstrated experience leading a large team of people, carrying-out a diverse range of activities;
  • Progressive management and leadership experience in a complex, service-oriented environment;
  • Proven experience with government and post-secondary financial aid programs, project management expertise and experience;
  • Familiarity with fundraising and alumni relations would be an asset;
  • An equivalent combination of education and experience may be considered.


  • Highly developed negotiation skills and demonstrated consensus builder;
  • Excellent communication skills, written and verbal, with experience using multiple avenues and formats to convey information and to facilitate dialogue and consultation;
  • Excellent problem-solving skills;
  • Strategic planning skills to provide leadership and direction for the ongoing evolution and long-term sustainability of student financial aid;
  • Proven successful experience directing and motivating people and demonstrated leadership skills are essential;
  • Highly developed analytical skills – the ability to identify and analyze opportunities and challenges to propose and execute solutions;
  • Curiosity and the willingness to stay abreast of current and future development opportunities in student financial aid;
  • Values individual differences from all backgrounds and lived experiences such that their own, and others' contributions are maximized; supports fair treatment and opportunity for all; demonstrates commitment to diversity and equity.


  • Develops strategic and tactical plans, and integration of student financial aid across all functional areas of the OUR;
  • Determines specific timelines, establishing outcomes and benchmarks, in line with overall goals and budget;
  • Determines student financial aid priorities, in consultation with the University Registrar and AUR management team as well as other stakeholders including the Vice-Provost and Dean of Student Affairs and partners in the Faculties and Schools;
  • Identifies and recommends optimal solutions for data collection, reporting, management challenges and opportunities;
  • Determines the needs of the OUR financial aid team, to identify and implement functional capabilities and to evolve current policies and processes;
  • Evaluates job candidates and makes effective recommendations on suitable hires;
  • Makes decisions and/or effective recommendations regarding transfers and promotions;
  • Evaluates employee performance and decides on appropriate training or coaching to address lack of proficiency in carrying out responsibilities, or remedial action for staff disciplinary situations;
  • Assesses investigation outcome of grievances and makes effective recommendations on appropriate course of action or next steps on grievances;
  • Makes effective recommendations on level of discipline up to discharge and probationary termination.


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