PRINCIPAL ACCOUNTABILITES (SUMMARY)

The Registrar reports directly to the Dean of Student Success. The Registrar manages the overall operation of the Office of the Registrar and has primary responsibility for: ensuring the security and integrity of student data, records, and College transcripts (including degree audits); collaborating with the Assistant Registrar for all functions related to registration, enrollment certification, awarding of degrees, and graduation processing; maintenance of the degree audit system; maintenance of many academic policies including those that govern disclosure of student information (e.g., FERPA). The Registrar develops vision/priorities for the office, works closely with academic leaders and collaborates with Information Technology in the development, prioritization, and implementation of technology updates within the SIS and other related student software application initiatives.

 

POSITION REQUIREMENTS

Master's level degree preferred, bachelor’s required. A minimum of three years of experience as a registrar or associate/assistant registrar or closely related position. Demonstrated knowledge and experience in the use and management of a complex student information system.  Experience in planning and implementing new technologies into office procedures. Sound judgment in applying complex academic guidelines and regulations. Ability to work effectively with all levels of the campus community. Strong interpersonal skills and ability to communicate effectively in writing and in person with a variety of constituencies. Organizational and planning skills are essential, as well as an ability to work and make decisions independently. Experience with Microsoft Office suite, including Word and Excel; Access preferred.

 

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

Ability to effectively present information and respond to questions from groups of students, managers and customers. Complex critical thinking and problem-solving abilities, particularly with respect to policy evaluation and student information system management Hands-on creation and maintenance of all SIS processes relating to student records, registration, graduation, grading, and other office responsibilities.  This includes the provision of reports using the SIS. Participation and service as part of the Academic Affairs Division. Lead initiatives as determined by the Vice President of Academic Affairs.

 

PERFORMANCE MEASURES & STANDARDS

Registration Interpret and enforce academic rules and regulations; monitor academic standing. Build the course offering schedule Establish registration procedures and direct the registration of students. Coordinate scheduling and registration process. Maintain all class rosters, academic schedules, and enrollment information. Maintain open lines of communication with faculty and staff regarding registration process. Review and audit the academic records of students petitioning for a degree. Determine students eligible for the degree and for academic honors.  Recommend and participate in the development and implementation of college policies and procedures regarding student registration, records, class schedules, residency requirements, identification cards, and graduation. Build new curriculum in the student information system and update accordingly. Create and apply degree audits each semester. Build programs of study (majors, minors, and certificate).

 

Reports/Communication Develop and publish annual college catalog Serve as College Credit ODDEX official Prepare Honor/Award list each semester Develop and maintain all information regarding registration on the college website Coordinate with IT for graduation reports and semester snapshots Prepare ad hoc reports of directory information for authorized persons Run a wide variety of reports (e.g., enrollment, pass rate, course offerings, etc.). on a frequent basis

 

Records Management Record and process all student grades. Produce and retain student grade cards/transcripts. Release records according to registration policies and legal requirements governing the confidentiality of student records. Stay abreast of Department of Education regulations, particularly FERPA. Play a critical role in SIS management.  This includes testing SIS upgrades in the timeframe recommended by IT.

 

Function within the Educational Environment Actively support the College Mission and Values. Treat all persons with compassion, care, courtesy, and respect. Respect privacy/dignity of others. Communicate effectively (verbal, nonverbal, and electronic). Perform as a team member.

 

Customer Service Participate in the Student Services area by greeting customers and answering incoming calls. Participate on college committees as needed. Deal with difficult situations effectively. Project a professional image in attire, appearance, and behavior. Complete other duties as assigned.

 

Graduation Prepare and maintain master list of graduates with degrees, majors, minors, GPA. Confirm students graduating with honors. Set out and distribute diplomas at graduation. Other duties as assigned.

 

ROLE WITHIN THE CULTURE OF ASSESSMENT

Each administrator, staff, and faculty member is expected to understand, value, prioritize, and communicate assessment as a critical institutional practice.  Everyone has a responsibility to support the culture of assessment with behaviors that facilitate and sustain practices.  Position-specific responsibilities include:

Understand data collection/reporting obligations Report on time and share information with appropriate director/ manager before submitting to IEC

PHYSICAL/MENTAL DEMAND AND WORK ENVIRONMENT

Working conditions in office areas are good. Office activities may include extended sitting time and computer operations that may result in eye strain. Moderate levels of noise and constant interruption exist. Position requires much mental activity, study, reading and decision making. Physical demands are minimal and considered sedentary with occasional lifting and/or carrying of records, files and books -10 pounds maximum.

Occasional irregular hours.

Provide timely response to externally/internally imposed conditions and deadlines.