Now hiring: Registrar
Employment Terms: Full-Time, permanent
Start date: July 2026
We are currently seeking a Registrar, Upper School who will be responsible for leading, developing, directing and implementing the registrar’s functions at the Upper School including, but not limited to academic business process development and documentation; examination scheduling/administration; compliance with College, Ministry of Education and International Baccalaureate requirements; academic record keeping; course enrollment; awarding of credits and validation of graduation requirements; and student honours and awards. Other key duties might include project management, collaboration and communications with partners and stakeholders inside and outside of the College.
Key Responsibilities and Tasks
Business Process Development to Strengthen Internal Controls
- Leads and directs administrative functions to ensure smooth and effective operations of the department and the organizational units that are impacted by the registrar’s department;
- Oversees the development, implementation and maintenance of policies, procedures, objectives, planning; develops and implements projects and programs to assist in the accomplishment of established goals;
- Oversees all facets of the daily operations of the organizational unit, working with the Director of Academics to ensure compliance with the College, Ministry of Education, IB policies and regulations;
- Leads the coordination of bookstore requirements with Department Chairs and faculty to ensure timelines are met, and to communicate with parents regarding processes;
- Oversees the semi-annual revision of the Academic Program Guide, including collaboration with Faculty Chairs, Admission, University Counselling office (UCO) and Communications Department;
- Communicates with parents and students regarding academic school policies, prizes and report cards.
Report Cards, Awarding of Credits, Transcripts and Graduation Processes
- Works with the Director of Academics to ensure the integrity of the College’s reporting of student progress and attainment; develops and maintains processes that ensure the validity of the students’ grades and their records, including report cards, the Ontario Student Record (OSR) and the Ontario Student Transcript (OST);
- Oversees the process of producing report cards, including: working directly with faculty and IT to ensure report card system supports implementation of school academic policy on reporting student achievement; leading communications of required timelines and processes to faculty and following up to ensure timelines and requirements are met; and leading the process to review report cards before distribution;
- Under the direction of the Director of Academics, oversees the process of awarding of Ontario credits, monitoring student progress toward OSSD graduation requirements and all associated processes (e.g. compulsory credit substitutions, prerequisite waivers, PLAR challenge and equivalency, external music credits);
- Leads grade and transcript processing; coordinates academic information for graduation clearance; compiles statistical information and prepares reports;
- Works with UCO and DP Coordinator to ensure student course enrollment and completion meets IB requirements related to selected IB graduation pathway
Course Enrollment and Timetabling
- Provides logistical oversight and responsibility for the annual course enrollment/selection process for new and returning students, including development of process and supporting material in collaboration with key internal stakeholders, communication with parents and students, course approvals and tracking and management of enrollment data;
- Provides data to support staffing and scheduling;
- Carries out ongoing review and monitoring of course requests and admission forecasts to aid in ensuring accurate information to support staffing/teacher assignments and scheduling processes;
- Advises on and work with Admission, Director of Academics and UCO departments to review individual files of potential new students and discuss grade placement and credit assessment for appropriate fit, leading to the best success for the student
- Involvement in the timetabling process as needed;
- Oversight of process for course changes, ensuring it meets the reporting needs of internal departmental systems and stakeholders.
- Processes all student course changes and runs scheduling scenarios as necessary.
Records Management and Systems Administration
- Develops and implements systems to maintain student academic records (including the Ontario Student Record and Ontario Student Transcript); storage, security, accuracy, and preservation of academic credentials in accordance with College policy, Ministry of Education requirements, accreditation standards, and privacy laws;
- Works with Director of Academics and faculty to ensure Ministry expectations regarding required policies and course outlines are current and available as per regulations;
- Responsible for implementation and management of school learning management software tools for course enrolment, report cards and external reporting, including OnSIS;
- Preparation of data for regular OUAC submissions for the UCO, as well as ongoing communication with the UCO to ensure OUAC is updated with any course or mark changes.
Student Awards and Academic Honours
- Oversight of the academic awards process and logistics, including Prize Day and Leaving Ceremony;
- Respond to student and parent inquiries concerning academic performance in relation to the winners and how they are established.
Upper School Wide Testing and Examination Administration
- In collaboration with the Academic office and Wernham West Centre for Learning, creates, leads and manages internal exam logistics;
- Responsible for internal exam communications to students, parents and faculty;
- Manages external testing, including the OSSLT and ISA, ensuring that the administration of the tests meet the requirements of the external bodies and internal departments involved;
- In collaboration with the Academics Office and working with the DP Coordinator as the school lead, manages logistics for IB DP final exams, ensuring that the school’s Academic Code of Honesty is enforced and IB requirements are met.
Committee and Project Involvement
- Attends regular meetings of APAC IST, Upper Programming Leadership, Exam Committee, Data Governance Committee, Admission and other committees as required;
- Supports development of school approach to analysis of academic data as required by members of the Upper School Programming Leadership Team;
- Ongoing responsibility for the preparation and creation of documentation to support the Ontario Ministry of Education inspection process and continued accreditation for Ontario credit granting at UCC.
Other
- Be a mentor for an IB continuum project (Personal Project, PYP Exhibition or Extended Essay).
Job Requirements
Experience, Knowledge and Competencies:
- Post-secondary education combined with three to five years’ experience in an educational institution working in a compliance and project management position with oversight of Ministry expectations;
- Progressive experience in leading and driving process development and continuously improving procedures and documentation;
- Proven ability to identify problems, visualize, drive and implement best solutions;
- Clear understanding of the International Baccalaureate and Ontario Ministry of Education guidelines and requirements is an asset, as well as ability to establish control procedures;
- Experience leading and supervising staff and project teams in an educational setting an asset;
- Experience with Student Information Systems and the ability to develop processes and utilize technology to increase efficiencies an asset;
- Knowledge of, and commitment to education;
- Proficiency with Ontario Ministry of Education policies and procedures an asset;
- Knowledge of the International Baccalaureate an asset;
- Management experience including staff oversight;
- Strong ability to negotiate and persuade others to follow deadlines where there is no direct reporting relationship;
- Understanding of Student Information Systems and their capabilities an asset;
- Experience with integrating generative artificial intelligence into workflow and processes;
- Project management experience;
- Experience working in a MAC & Google environment is an asset;
- Ability to anticipate and take action regarding potential situations and/or issues which may be highly sensitive in internal or external environments;
- Ability to assess risk and alternatives to determine the most appropriate course of action;
- Applies analytical thinking, conceptual ability and experience to assess and address complex, ambiguous or contentious situations that might arise;
- Ability to interpret and assess regulations, standards and other requirements to ensure compliance;
- Ability to review, inspect and assess the work of faculty and direct report to ensure required standards are met;
- Proactive and meticulous attention to detail, initiative and results orientation;
- Ability to develop and maintain strong interpersonal and collaborative skills with keen attention to building rapport with students, parents and colleagues;
- Ability to engage and communicate effectively with all constituencies, including school leadership, faculty, staff, students and parents;
- Demonstrated ability to work with a large number of diverse stakeholders and develop best practices with them, and ensure that they are following established practices even though there is no direct line of authority;
- Ability to inspire direct report and a shared report, to work with care and provide exceptional service;
- This position works closely with the Director of Academics, Assistant Heads, Department Chairs, University Counselling Office (UCO), Wernham West Centre for Learning, Admissions, Advancement, DP & MYP Coordinators, Director of CAS, IT, faculty and external stakeholders including UofT Bookstore and the Ontario Ministry of Education;
- Initiative, flexibility/adaptability, leadership, mentoring/coaching, tenacity/results oriented, strong change orientation, ability to articulate and sustain a vision.
What We Offer
- Unparalleled opportunities for professional development including workshops, networking sessions, a leadership program, and visiting experts and scholars;
- Flexibility to substitute statutory holidays in recognition of diverse religious and cultural practices;
- Comprehensive medical, dental and vision plans, including health care and lifestyle spending accounts;
- Pension plan, generous vacation time, self-funded sabbaticals, parental leave top-up;
- Significant support for personal and family wellbeing and mental health, including the Employee and Family Assistance Program;
- Paid volunteer time off for involvement in the communities that matter to you;
- Social events for colleagues and their families;
- Collaborative and supportive team members and colleagues;
- Free on-campus parking.
About UCC
Upper Canada College (UCC) is focused on making the world a more just and inclusive place through dialogue and teamwork. With a commitment to equity and fairness, students learn that what makes us different as individuals makes us stronger as a community. A rigorous academic program is supported by accomplished faculty, exceptional co-curricular programming, and state-of-the-art facilities.
The UCC experience is underpinned by five core values: learning, pluralism, service, community, and well-being. Among its strategic goals is UCC’s ambition to become more diverse and inclusive. This is supported by a recognition that no learning community is whole without the inclusion and amplification of multiple voices; UCC is committed to fostering belonging, striving for justice and peace among all people, and addressing systemic and structural forms of oppression.
UCC is an Equal Opportunity Employer and values diversity, encouraging applications from all qualified individuals including women, Indigenous Peoples, persons with disabilities, 2SLGBTQIA+ and historically marginalized persons. UCC embraces pluralism – celebrating differences, cherishing similarities, and giving voice to multiple perspectives.
This job is for an existing vacancy. Compensation is based on qualifications and experience. The range for the position is $81,430 to $106,877.
Please share your resume and cover letter at careers@ucc.on.ca by Friday, May 1st 2026. We thank all candidates in advance; however, we will contact only those selected for an interview. Artificial intelligence tools may be used at certain stages of the recruitment and selection process.
To learn more about UCC, please visit ucc.on.ca and https://careers.ucc.on.ca/
