Unit-specific Responsibilities 1) The Assistant Registrar for Academic Records is a member of the Enrollment Services Team reporting to the Associate Registrar for Enrollment Services in the Office of the University Registrar.Â 2) The Assistant Registrar for Academic Records leads the operations related to enrollment/degree reporting, student certifications, student record creation and maintenance, and assists with other team functions including transcript production, quarterly registration, and grading.Â 3) Acts as functional business lead for the Universityâ™s daily operations related to academic records maintenance processes including matriculation, term activation, leaves of absence, discontinuation, suspension, and cancellation. 4) Ensures accuracy of student data. Identifies students with improper enrollment status, works with area Dean of Students Offices to correct records. 5) Acts as functional business lead for implementation of University Academic Calendar changes and subsequent maintenance. 6) Manages posting of special transcript notations, study abroad credit, language competency credit, language petitions and placement tests, and other course postings.Â 7)Â Assists with ad hoc enrollment transactions, transcript production, and verification letters. 8) Assists with grade entry/update process for undergraduate and graduate divisions and coordinates with area Dean of Students Offices to resolve missing grades and grading exceptions.Â 9) Acts as functional business lead on quarter study agreements, study abroad code maintenance, service indicators, and other specialized records processes. 10) Ensures compliance with University policies and procedures related to academic records with special attention to graduate student record tracking and reporting. 11) Acts as functional business lead on the implementation and maintenance of University graduate student records in support of the new funding model. 12) Acts as liaison with and advisor to campus partners and divisional Dean of Students Offices on graduate student tracking and reporting. 13) Provides guidance and support for College and professional school records maintenance and processing. 14) Reviews requests and advises Deans of Students Offices on student records best practices. 15) Acts as functional business lead for creation and submission of all National Student Clearinghouse reports for degree and enrollment verification. 16) Acts as functional business lead on all submissions, corrections, and updates to enrollment and degree data submitted to the National Student Clearinghouse. 17) Resolves all error reports resultant of National Student Clearinghouse submissions. 18) Provides support and documentation for internal and external audit responses. 19) Collaborates with other Assistant Registrars to ensure enrollment/degree reporting is accurate and compliant with University guidelines and federal regulations 20) Ensures legal and ethical compliance within federal, state, and university educational policies, laws, guidelines, and safeguards security and confidentiality of private university and student data.Â 21) Works with office leadership to maintain and develop compliance training materials including FERPA tutorial. 22) Facilitates and administers the University FERPA tutorial. 23) Serves as resource to students, faculty and staff in interpreting policy and its application to specific situations and circumstances. 24) Acts as a resource for students/faculty/staff and answers questions in person, by phone, and via e-mail regarding processes, policies, and errors for student services areas.Â 25) Works with Registrar staff to analyze, develop, and improve existing business processes as needed including the integration and implementation of new technologies. 26) Works with Registrar staff to maintain office production calendar and task list, allocate tasks, and ensure that scheduled processes are documented and performed properly. 27) Develops and contributes to a culture of superior student service and constituent support. 28) Establishes and balances priorities based on the University business cycle and departmental needs. 29) Manages the main departmental email account. 30) Develops and delivers student records training for College, Graduate Division, and Professional School representatives. 31) Provides cross-training for Registrar Office colleagues to create a knowledgeable, flexible, and effective workforce. 32) Works collaboratively with Registrar staff to maintain office production calendar and task list, allocate tasks, and ensure that scheduled processes are documented and performed properly.Â 33) Assists with all system enhancements or replacements and acts as area lead on all records-related system testing. 34) Manages records related e-mail communications to students, faculty, and staff on behalf of the Office of the University Registrar. 35) Maintains and develops content for the Office of the University Registrar website collaborating with other area content owners and subject matter experts. 36) Other duties as assigned.
Unit-Preferred Competencies 1) Knowledge in the functional use of student information systems, in particular PeopleSoft Campus Solutions (or similar student information system). Â 2) In-depth knowledge of industry best-practices and knowledge of University function. 3) Ability to innovate to solve complex problems through application of existing tools and solutions. 4) Independently minded requiring minimal guidance. 5) Experience successfully implementing and improving administrative processes. 6) Adaptable to changing needs, circumstances, and opportunities while remaining committed to continuous assessment and process improvement. 7) Experience providing collaborative leadership with faculty, students, and staff to implement policy with judgment and flexibility.Â 8) Ability to use information technology effectively. Â 9) Enjoy the human dimension of creating and building relationships across campus. 10) Strong interpersonal skills and comfort in maintaining a highly visible and engaged role by actively working with a wide variety of constituents.Â 11) Excellent communication and active listening skillsâ”able to communicate effectively up, down, and across the institution with ease. 12) Ability to support staff development and demonstrate a record of building successful and resilient teams. 13) Strong customer service orientation exhibiting respect for students, staff, academic leaders, and faculty in the execution of duties. 14) Commitment to professional development. 15) Set a professional and personal example for colleagues and superiors by being a hard-working, dedicated professional of impeccable integrity and high ethical standards that engenders trust in others. 16) Be data driven and have the ability to measure progress against stated goals and objectives.
Experience 1) Two to five years of progressive responsibility in a registrarâ™s office or related university area working with records and operations. Â
Required Documents 1) Resume 2) Cover Letter
NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application.
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