Department: University Registrar Salary/Grade: EXS/11
The Associate Registrar is one of two senior staff in the Office of the Registrar who report directly to the Assistant Provost for University Records and University Registrar. The Associate Registrar is responsible for management of key office personnel, relations with University administrative and academic offices, maintenance of academic records, functional systems administration, athletic eligibility, and coordination of special projects. The position also takes a lead with the ongoing maintenance and updates for student information systems
Supervision and Management:
Manage and supervise key office personnel, including the Senior Assistant Registrar for Degree Progress and the four non-exempt staff in that reporting line, and the Senior Assistant Registrar for Grading and Student Records and the three non-exempt staff in that reporting line; with full authority to hire, assign work, train, and evaluate the work performance of each staff member.
Oversee and have final authority for athletic eligibility certification at the beginning of each academic year and at the end of each quarter, including evaluating degree audits for student athletes; applying NCAA certification criterion against academic records, making eligibility determinations, communicating them to the Athletic Department and maintaining compliant records; coordinating maintenance of student-athlete records in the SIS; and approving student athlete petitions for under-enrollment.
Coordinate University Processes and Advise Campus Partners:
Coordinate processes, advise, and manage relationships with all 12 schools and their programs as well as other units including Student Finance, Financial Aid, Global Learning, Athletics, Student Affairs, and school registrars and records officials. This includes representing the Office of the Registrar, responding to questions, providing policy guidance, explanation and interpretation, coordinating the development of new policies and processes, and other needs as they relate to academic and system administration, transfer credit/transfer students, athletic certification, and student data/privacy and other records areas.
Coordinate implementation of new and revised academic programs in campus systems; consult with academic units during development of proposal to advise on policy and structure; once approved by the Provost’s office, review and coordinate with other administrative units to reflect structure of program in student information systems and ensure timely and appropriate integration with other campus systems.
Serve as FERPA Expert:
Serve as a university expert on FERPA, reviewing requests for access to private student information and advising campus constituents on institutional policy and practice.
Systems Oversight and Maintenance:
Update, test, and serve as a local expert in the student information system including academic structure, academic calendars for multiple careers, transcripts, grading schemes, service indicators, student groups and academic standing, and other areas.
Ensure other vendor relationships/tools are appropriately managed by direct reports, including upgrades, integration changes and user support.
Maintain Office Standards and Expectations:
Coordinate special projects and perform other duties as assigned; Serve on the Office of the Registrar management team to support, direct, and guide office operations; Engage in professional development activities and study to improve professional skills and stay current on regulations and best practices;
Attend and present at seminars and conferences to develop expertise and a network of colleagues and to represent Northwestern University.
Performs other duties as assigned.
A bachelor's degree and six or more years of increasingly responsible experience in university administration, including supervision of staff.
Ability to manage, direct, and supervise.
Ability to lead and serve on small and large teams.
Solid organizational skills.
Substantial experience with large-scale student information systems.
Minimum Competencies: (Skills, knowledge, and abilities.)
Openness to change.
A master's degree with significant student records management experience.
Experience with NCAA and or Big Ten guidelines for student athlete academic eligibility certification.
Supervisory experience in the area of enrollment, grades, transcripts, or degree posting graduation.
Experience or familiarity with Oracle student administration system student records module.
Experience managing student records in a decentralized university environment.
Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Hiring is contingent upon eligibility to work in the United States.
Internal Number: 38802
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.