Job Description

Position Title: Deputy Registrar

Reports To: Registrar

Direct Reports: None

Opportunity Expiry Date: May  2, 2024

Purpose of the Role

The purpose of the Deputy Registrar role is to assist the Registrar to carry out the statutory duties as described in the Surveyors Act, R.S.O. 1990, Chapter S29 and corresponding Regulations and to serve as a backup for the Registrar when the Registrar is away or cannot perform their duties such as where a conflict might exist.

Responsibilities

The following is a list of the essential duties and responsibilities of this job. The tasks and the time spent performing each task may vary. AOLS maintains the right to modify job duties and responsibilities at its discretion.

Team Member of the Office of the Registrar

• Take direction from the Registrar with respect to completing tasks or assignments related to the Statutory responsibilities under the Registrar’s purview.
• Assist in coordinating the responsibilities for the Statutory Support Coordinator and Office Manager.
• Understand the work responsibilities for the Statutory Support Coordinator and Office Manager and work with the Registrar to ensure workloads are manageable and priorities are clear.
• Contribute to a positive work environment to promote synergy between team members and the broader AOLS team.
• Respond to inquires and concerns from the public and members and takes the appropriate action.

Statutory Responsibilities

Registrar Investigations

Assist as required by the Registrar to complete the following:

• Perform investigations as required under Section 30 of the Surveyors Act.
• Monitor ongoing cases for compliance and report back to the Registrar on any progress or compliance concerns.
• Provide reports as required to the Registrar and relevant statutory committees as needed.
• Maintain all documentation, files and reports in an organized manner in conjunction with the Office of the Registrar staff.
• Assist with statistical tracking and reporting related to inquiries, committee files and student progress towards licensure.

Complaints Committee

• Attend meetings as required by the Registrar.
• Assist with investigations of Complaints by gathering documents and interviewing parties as directed by the Committee or the Registrar.
• Assist in periodically reviewing the Complaints Manual and making edits/updates as required.

Discipline

• Attend Discipline Hearings as the AOLS representative and witness if required and if the Registrar has declared a conflict.
• Assist in periodically reviewing the Discipline Manual and making edits/updates as required.

Academic and Experience Requirements Committee (AERC)

• Attend meetings as required by the Registrar.

Assist as required by the Registrar to complete the following:

• Prepare meeting Agendas and materials (including meeting minutes from the previous meeting) and ensures they are posted one week in advance of each meeting to allow Committee members to read the material and come prepared to the meeting.
• Ensure meeting minutes are taken at each meeting and are completed in a timely and accurate manner.
• Distribute draft meeting minutes within 2 weeks of a meeting to the Committee members for review and subsequently edit the document as required in advance of the next meeting.
• Ensure that proper notices are given concerning upcoming applications including, but not limited to, articling, Competency Based Assessment (CBA), examinations, lecture courses.
• As needed, prepares and presents the Articling Information Sessions and sets out clear roles and responsibilities for all involved parties including, but not limited to the Articling Surveyor, the Articling Student, the Monitor and AOLS staff.
• Assist with coordinating the setting of the Statutes and Professional examinations and arranges for appropriate oral examination panels.
• Investigates examinations as required.
• Organize the marking of Statues and Professional examinations and disseminates the marks to students accordingly.
• Maintain files for articled and evaluated students.
• Organize and participate in the Annual Lecture Course.

Registration Committee

• Attend each meeting as required by the Registrar.
• Assist with preparing background information to support the position of AOLS at Hearings by gathering documents and interviewing parties as directed by the Registrar.
• As directed by the Registrar, liaise with AOLS legal counsel and the Committee Chair to prepare for any hearings.
• Attend each Registration Hearing as the AOLS representative and witness if required and if the Registrar has declared a conflict.

Fees Mediation Committee

• Attend each meeting as required by the Registrar.

Assist as required by the Registrar to complete the following:

• Prepare meeting Agendas and materials (including meeting minutes from the previous meeting) and ensures they are normally posted one week in advance of each meeting to allow Committee members to read the material and come prepared to the meeting.
• Ensure meeting minutes are taken at each meeting and are completed in a timely and accurate manner.
• Distribute draft meeting minutes within 2 weeks of a meeting to the Committee members for review and subsequently edit the document as required in advance of the next meeting.
• Process applications and notifies appropriate parties.
• Explain the mediation and arbitration option to all involved parties.
• Arrange for a venue and advises all parties of the date, time and location as needed.
• Maintain all documentation, files and reports in an organized manner in conjunction with the Office of the Registrar staff.

Membership and Certificates of Authorization

Assist as required by the Registrar to complete the following:

• Review applications for membership and Certificate of Authorization
• Ensure that the Official Registers are maintained.
• Ensure that membership is compliant with all prescribed fees and takes appropriate action in instances when they are not.
• Ensure that membership is complaint with all requests from the Registrar’s Office and takes appropriate action in instances when they are not.

General

• Assist the Registrar in evaluating, developing and/or implementing improvements to software, hardware and office procedures with a focus to realize efficiencies.
• Assist in reviewing and updating existing guides related to the Office of the Registrar (including handbooks, and other materials) with a focus on implementing improvements to realize efficiencies.
• Attend the Annual General Meeting and if required, presides over the Convocation Ceremony.
• Attend seminars and Regional Group meetings as required.
• Prepare webinars and seminars and addresses the membership as required.
• Other duties as may be assigned within the scope and authority of the Office of the Registrar.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty listed above satisfactorily. The requirements listed below are representative of the knowledge, skills and abilities required. Team members who may not possess all of the requirements for the job at the time of hire are expected to obtain the missing skills, knowledge and abilities required within a specified period of time as agreed upon, in writing, with their supervisor.

The AOLS is committed to providing access, equal opportunity and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. Reasonable accommodation will be made to enable individuals with disabilities to perform the essential functions.

Characteristic and Ability Requirements

Leadership skills to perform the essential functions of the job.

• Effective and respectful internal interactions with colleagues and external communications with members, public, government officials and other third-parties ensuring active listening and advising.
• Strong attention to detail.
• Performs role in a timely and accurate manner and makes practical suggestions on proposed changes that impact the efficiency of the job.
• Reviews processes and policy with a focus on suggesting and implementing improvements.
• Contributing to a positive work environment.
• Excellent problem-solving skills involves some analysis and decisiveness to solve problems.
• Strong administrative skills to identify and deliver on improvements to processes and standard operating procedures.

Educational and Training Requirements

Education Required: Degree in Administration, Administrative Law, Engineering or Geomatics.

Certification Required: N/A

Training Required: N/A

Other Education / Certification / Training preferred: Ontario Land Surveyor, Administrative Law

Work Experience Requirements

Work experience required: Minimum of 5-8 years of relevant experience required.

Job related experience required: Land surveying experience a significant asset. Experience in a similar role in a non-profit and/or regulatory sector preferred.

Technical Requirements

Software: Intermediate level Microsoft 365, experience in databases, financial interfaces (i.e. Bambora, Moneris) and general knowledge of Adobe.

Equipment: Computers

Other: Online platforms.

Competencies

• Accountability – Sets standards of performance for self; assumes responsibility and accountability for successfully completing tasks by managing time and resources; encourages others to take responsibility.
• Builds trust and respect – Identifies opportunities to build relationships, treats people with dignity, respect, and fairness; listens to others and considers opinions and ideas; shares thoughts, feelings, and rationale for decisions made, operates with integrity.
• Client and Member Focus – Meets the needs of internal clients, members, and other external parties with a desire to serve others; honours commitments by providing helpful, courteous, accessible, and responsive assistance.
• Collaboration -Promotes cooperation between team members by actively listening, being genuine, valuing others’ points of view, leveraging the diversity of the team, supporting, and recognizing successes, providing feedback, and responding to team member’s needs, while ensuring inclusive behaviours are modeled and represented broadly across the Association.
• Commitment to Learning – Acquires and improves relevant technical and/or job specific knowledge and skills; keeps up with current developments and trends in areas of expertise and the sector.
• Communication – Conveys information and ideas clearly through a variety of mediums to individuals or groups in a manner that engages the audience and helps them understand and retain the message.

Job Demands

 The job responds to multiple demands. The incumbent may have regular interruptions or changes to workflow/pace imposed or controlled by others. The incumbent may have more than occasional unexpected changes in deadlines and will be required to extend normal business hours. There would be several conflicting demands, accuracy pressures and the intensity may be disruptive or persistent, but not extreme.

Physical and Sensory Requirements

Some degree of sensory skills, co-ordination and manual dexterity are required for low duration and low intensity. Activities are moderate intensity at 1 – 2 hrs./day. Reading or collecting basic data or sensory effort that require normal attentiveness and/or basic typing, some lifting of low intensity may be required – up to 10 lbs.

Working Conditions

Exposure to irate consumers/members of the public, students and members. Conditions include sitting in one position for extended periods of time. Will be required to travel within Ontario.

How to Apply

Please send a resume to executivedirector@aols.org