ACADEMIC RECORDS - Assistant/Associate Registrar
Job Classification
Salaried Full-time (75-100%)
Position summary
The Assistant/Associate Registrar carries out a wide range of functions within the Office of Academic Records as a member of the Registrar’s leadership team. Responsible for providing leadership and supervision for the office in the services area, the Assistant/Associate Registrar is expected to: plan and operationalize beginning of term and end of term processes; coordinate the student logistics for graduation events; plan, direct, and coordinate the activities of front office operations and services including registration, grades, transcripts and verifications. Oversees and sets up foundational database elements for Banner Student and provides technical support and database security based on FERPA guidelines. Serves as project manager and on various committees as assigned.
Qualifications summary
Education and experience
Minimum of a Bachelors degree with a Master’s degree preferred. Two to four years of related knowledge and experience working in academic records in higher education.
Technical Skills
Strong technology skills: Knowledge of and successful experience with a variety of computer applications including spreadsheets, word processing and project management software. Required experience with SCT Banner Student or an equivalent system.
Must be a Seventh-day Adventist in good and regular standing.
Duties and responsibilities
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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 registration, grades, graduation and front office operations.
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Oversees the functions and supervision of the office in the absence of the Registrar and Senior Associate Registrar.
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Works with relevant offices to ensure coordination occurs in the areas of process, communication and training related to the database and front service areas.
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Streamlining, automation and improvement of current processes
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Advisory to academic departments on handling unique scenarios to fit within appropriate frameworks
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Accurate publication of University program offerings, course offerings and policies and procedures.
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Oversees and grants security access to relevant databases based on FERPA regulations including Student Forms in SCT Banner system.
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Serves as internal technical processes support person for the staff in academic records, with special attention to questions, problems and concerns related to the Banner software.
Curriculum, Course Catalog and Schedule
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Enters and maintains curricula rules after appropriate committee approvals to ensure proper setup for CAPP.
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Manages all course catalog elements in Digital Architecture’s Acalog software and Banner Student. This includes management of course templates and final approval of course catalog information using Digital Architecture’s Acalog software after appropriate committee approvals.
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Sets up semester parameters in the SCT Banner system which provides the infrastructure for registration processes including entry of discounted tuition rates for courses and programs.
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Oversees and processes the entry of course schedule information for each semester including course schedule changes.
Graduation
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Organizes and implements logistics involved with commencement celebration activities including graduation tickets.
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Extracts and updates student information for publication in the graduation program.
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Is expected to be present during the Commencement Weekend.
Committees
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Serves on the Data Integrity Committee as the Recording Secretary.
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Serves on the Administrative Computing Committee, Graduation Coordinating Committee and Student Transitions Committee.
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Serves on college and school curriculum committees in an advisory role for creation, deletion and changes to courses.
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Is a consultant for course and related changes to Faculty Committees and Professional Degree Councils.
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Serves on other committees as deemed necessary by the Registrar.
General Academic Records Functions
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Completes audits as necessary to ensure accuracy of data.
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Assists in data entry and processing during peak times.
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Serves as the time clock manager for the Academic Records Office.
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Performs other duties as needed or requested by the Registrar.
Supervisory responsibilities
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Supervises the three full-time positions and one part-time position in the services area: Operations Manager, Registration Specialist, Grades and Diploma Specialist, Transcript Specialist. Some of the individuals may supervise student employees.
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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 (e.g., registration, grades, graduation, graduation audits, preparation of the graduation bulletin).
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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.
Qualifications
Education and experience
Minimum of a Bachelors degree with a Master’s degree preferred. Two to four years of related knowledge and experience working in academic records in higher education.
General Skills
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Adherence to integrity: Ability to interpret and execute academic policy; to develop and write procedures that correspond and adhere to policy
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Project management skills: 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.
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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
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Demonstrated skills in database management and information reporting
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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.
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Proven ability to work in a fast-paced and dynamic environment
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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, word processing and project management software. Required experience with
SCT Banner Student or an equivalent system.
Interpersonal interactions
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Excellent communication and interpersonal skills
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Strong interest in building cooperative relationships
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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
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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
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Regularly: Sit, talk, hear and use hands to work with the computer keyboard.
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Occasionally: Walk, reach with hands and arms, and stoop and kneel for filing.
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Occasionally: Lift and/or move up to 20 pounds.
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Vision abilities required: Close vision, and ability to adjust focus.
Work environment
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Noise level in the work environment is usually moderate.