ACADEMIC RECORDS - Assistant/Associate Registrar-UG/Grd Prg

Job Classification

  Salaried Full-time (75-100%)

Position summary

Creation, knowledge and adherence to policies and processes supporting faculty and staff in the function to advise students in degree completion is a key responsibility as it relates to transfer articulation and undergraduate and graduate records operations for the main campus. In addition, responsibilities include leadership and supervision for the undergraduate and graduate areas working with colleges and schools. Ensures prospective graduates complete all established requirements before conferrals of their degrees. Works with the leadership team in crafting and implementing strategic initiatives. Provides leadership and sets a high standard of professionalism for designated area by providing high quality customer service.

Qualifications summary

• Minimum of a Bachelors degree with a Master's degree preferred and/or two to four years of related knowledge and experience working in academic records in higher education


• Strong technology skills


• Required experience with Ellucian Banner Student or an equivalent system


• Excellent communication and interpersonal skills


• Strong commitment in building cooperative relationships


• Experienced, mature and competent manager


• Adherence to integrity and consistent application


• Project management skills with successful outcome


• Well-honed problem solving and conflict resolution skills

Must be a Seventh-day Adventist in good and regular standing.

Duties and responsibilities

• Ensures database systems and customer service in front office operations set a foundation for policies and processes supporting faculty and staff in the function to advise students in degree completion. This is relevant to the areas of articulation and graduation for main campus operations.
  
  
  
  • Crafts and implements strategic initiatives
  
  
  • Upholds policies and supports/interprets principles behind policy in adherence to state, federal and University regulations and guidelines
  
  
  • Determines appropriate exceptions to policy
  
  
  • Creates processes for exceptions to policy to ensure consistency
  
  
  • Reviews and updates standard definitions & workflow for processes based on industry standards and best practices
  
  
  • Gathers data, develops metrics and conducts assessment based on key performance indicators
  
  
  • Recommends changes to policy
  
  
  
  


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  Coordinates/manages office functions and/or projects specifically in the areas of curriculum, degree audits, graduation and articulation
  
  
  
  
  • Support overarching needs of the university and office above a specific function
  
  
  • Balancing short-term goals with a long-term vision
  
  
  • Prioritize tasks based on deadlines and workload of individuals involved in a function/project
  
  
  
  


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  Provides leadership and sets a high standard of professionalism by providing high quality customer service to students, the general public, and university faculty and staff with a focus on care and being solution-oriented.
  

Curriculum and Degree Audit System

• Working knowledge of curriculum as it relates to performing the degree audit. This includes curriculum policies, terminology and definitions.


• Oversees and manages the degree audit system.


• Oversees the employees completing the following tasks: updating CAPP and Degree Works based on changes to the current bulletin.


• Reviews course and program proposals to ensure the curriculum can be implemented with the online degree audit system.


• Advises programs in the development of new programs and changes to programs.


• Applies petitions to individual students’ records in CAPP and Degree Works.


• Serves as a liaison and works closely with IT to develop and enhance the performance of the degree audit system.


• Develops and prepares appropriate materials to promote the degree audit system to the University community including training materials, handouts, reference guides, and forms.


• Conducts regular training sessions for University employees.


• Oversees the development and administration of operating policies and procedures concerning the degree audit system; reviews and advises on applicable rules, regulations, guidelines, and University policies.

Degree Audit Processes

• Manages the graduation application, evaluation and petition processes to ensure integrity and efficiency.


• Communicates with advisors and students concerning graduation procedures, deadlines, and other issues via e-mail, phone, or written correspondence


• Oversees the entry of graduation applications including marching without completion.


• Evaluates degree audits to ensure applicants have met all degree requirements and notifies applicants/department of any deficiencies.


• Maintains the student graduation list for each conferral period based on changes to the student’s application status.


• Processes and reviews applications and petitions to ensure exceptions are appropriate and consistently applied.


• Supervises the process of transfer courses to individual students’ records.


• Works closely with the Academic Deans’ offices on special or unusual cases relating to degree requirements and graduation.


• Determines graduation honors eligibility based on GPA for undergraduate students only.


• Confirms students eligibility for the conferral of degrees at each of the conferral periods.

Undergraduate and Graduate Records Functions

• Develops and implements systems to maintain student academic records


• Administers storage, security, accuracy and preservation of academic files and credentials in accordance with university policy, accreditation standards and privacy laws.


• Processes all CLEP, Petitions, Financial Verifications, and other forms


• Responds to faculty and students’ questions and concerns related to programs and policies


• Works with the relevant offices on issues involving departmental programs and student questions


• Works with the Graduate Dean on graduate policy issues


• Confers with the Honors Office on matters related to the SAGES program and graduation


• Handles inquiries concerning problems with issued diplomas.

Commencement Preparation

• Administers the graduation participation policy and exceptions consistently.


• Assists in preparing the printed program and other related graduation ceremony materials.


• Assists the Grand Marshall on graduation weekends.

Committees

• Serves on the Graduate Council, Undergraduate Council and related subcommittees: Program Review & Development Committee; General Education Committee.


• Serves as recording secretary of the Graduate Admissions and Standards Subcommittee


• Serves on committees as assigned by the Registrar

General Academic Records Functions

• Works with the leadership team in crafting and implementing strategic initiatives including compliance, technology, process improvement and metric development around key performance indicators relevant to articulation, undergraduate and graduate records.


• Assists with the operational, personnel, and financial functions of the office with emphasis on mentoring, training and professional development.


• Helps to make sure the department is managed fiscally


• Provides professional direction, guidance and counsel to a wide range of constituencies


• Supports the University Registrar in other duties as needed or requested

Supervisory responsibilities

• Supervises the two full-time positions and the direct work of  student employees: Degree Audit Analyst, Articulation Coordinator. Some of the individuals may supervise student employees.


• Supervises all or selected aspects of the work of all or selected members of the Academic Records team during work-intensive projects that take place periodically during the year.


• Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.


• Oversees the global operation of the Academic Records office on behalf of the Registrar in their absence

Qualifications

Education and experience

Minimum of a Bachelors degree with a Master’s degree preferred and/or two to four years of related knowledge and experience working in academic records in higher education.

General Skills

• Adherence to integrity and consistent application: Ability to interpret and execute academic policy; to develop and write procedures that correspond and adhere to policy


• Project management skills with successful outcome: implementation of new initiatives and process; ability to think critically and analyze data; track record of effectiveness in meeting deadlines; ability to remain calm under pressure; accuracy and care for details.


• Well-honed problem solving and conflict resolution skills: ability to analyze, synthesize, and disseminate complex information, identify concerns and alternatives, and formulate feasible and logical solutions


• Demonstrated skills in database management and information reporting


• Basic mathematical skills: Add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Compute rate, ratio, and percent.


• Proven ability to work in a fast-paced and dynamic environment


• Strong knowledge of AACRAO and FERPA guidelines preferred but not required

Must be a Seventh-day Adventist in good and regular standing.

Technical competencies

Strong technology skills: Knowledge of and successful experience with a variety of computer applications including spreadsheets and word processing. Experience with Ellucian Banner Student or an equivalent system.

Interpersonal interactions

Language and Interpersonal Skills

• Excellent communication and interpersonal skills


• Strong commitment in building cooperative relationships


• People-centered problem solving: Commitment to cross-functional problem solving, a people-oriented environment, positive responses to change, and working successfully with a diverse community is expected


• Experienced, mature, and competent manager who is willing and able to create and sustain a collegial, collaborative environment where people are treated fairly, ethically, and professionally.

Physical demands

The following physical demands are representative of what an employee must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Regularly: Sit, talk, hear and use hands to work with the computer keyboard.


• Occasionally: Walk, reach with hands and arms, and stoop and kneel for filing.


• Occasionally: Lift and/or move up to 20 pounds.


• Vision abilities required: Close vision, and ability to adjust focus.

Work environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Noise level in the work environment is usually moderate.