ACADEMIC RECORDS - Asst Registrar-Publicatns/Comm

Job Classification

  Salaried Full-time (75-100%)

Position summary

The Assistant Registrar for Publications and Communication is responsible for a number of key publications, communication, training and technology which sets the foundation for policies and processes supporting faculty and staff in the function to advise students in degree completion with a focus on workflow and standards. These duties and responsibilities include the University Bulletin, Acalog and Curriculog software, FERPA training and compliance, Academic Records Communication Plan, Logiforms web application, Academic Calendar, Academic Records forms, Academic Records web sites, and other projects as assigned.

Qualifications summary

Education and experience

Minimum of a Bachelor’s degree with a Master’s degree preferred or related knowledge and experience.

Technical competencies

• Strong technology skills: Knowledge of and successful experience with a variety of computer applications including spreadsheets, word processing, project management software and publishing software (Adobe Suite: InDesign, Photoshop).

Language and Interpersonal Skills

• Excellent communication and interpersonal skills


• Strong interest in building cooperative relationships

General Skills

• Adherence to integrity


• Project management skills


• Successful experience in training

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

Duties and responsibilities

• Ensures systems for publication and communication set a foundation for policies and processes supporting faculty and staff in the function to advise students in degree completion.
  
  
  
  • Crafts and implements strategic initiatives
  
  
  • Upholds policies and determining principles behind policy
  
  
  • 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
  
  
  
  

Publications: Bulletin

• Be the Project Manager for the preparation and publication of the academic bulletin using the Acalog and Curriculog software.
  
  
  
  • Liaison between Digital Architecture and Andrews University.
  
  
  • Responsible for granting final approval for changes in the academic bulletin.
  
  
  • Manage bulletin editing cycle.
  
  
  • Produce annual bulletin PDF.
  
  
  • Manage print requests of the academic bulletin.
  
  
  
  


• Map out workflow for changes to programs and courses to ensure process and content integrity—All types of academic modifications must be based on actions by the appropriate courses and curricula committees, the Graduate Council, Undergraduate Council, Faculty Policy Committee or other legitimate entities, and voted by the General Faculty and the Board of Trustees when required by policy.


• Create and maintain a communication and training plan concerning the updating and publication of the academic bulletin.
  
  
  
  • Prepare training materials for editing custom pages of the bulletin, programs and courses.
  
  
  • Build guidelines for Acalog/Curriculog users: managers, editors and reviewers
  
  
  • Schedule and hold training events for users of Acalog/Curriculog on an annual basis
  
  
  
  


• Work with appropriate committees to make thorough language and content revisions of the entire Bulletin annually, to ensure consistency, appropriate style, and simple, direct and clear language. Based on such revisions, make recommendations for modifications to the appropriate university entities.

Publications: Calendar

• Work with all campus entities involved in compiling and publishing the yearly academic calendar.

Publications: Forms

• Work with the Academic Records staff to create interactive web versions of all forms used for the various academic processes housed in this office.

Publications: Web Sites

• Be responsible for the content, look, and ongoing updating of the Academic Records web site in collaboration with Academic Records staff.

Publications: Working Policy and Handbooks

• Assist departments with uploading policy documents into Acalog.


• Train policy managers how to update Acalog documents.

Communication and Training

• Lead the Academic Records staff in the development of communication plans to keep relevant publics (student, faculty, staff and others) informed of matters such as deadlines related to key academic processes.

• Lead the Academic Records staff in creating and implementing service standards and other measurable means to assess service effectiveness, timeliness, and quality.

Communication and Training: FERPA

• Compile and disseminate FERPA information for students, parents and other relevant publics, in compliance with Federal regulations.


• Hold FERPA training sessions for new faculty and staff.


• Create mechanisms to ensure that all faculty and staff become knowledgeable and compliant with existing and new FERPA regulations.


• Assist university FERPA officer in answering FERPA related inquiries.

Database Development and Management

• Build and maintain the Logiforms forms and database including the Academic Calendar, Course Fees, Course Schedule, and User Database.


• Build and maintain other databases as needed.


• Work in collaboration with staff towards ensuring program requirements in bulletin are programmable and updating yearly bulletin changes in an online degree audit system.

General Academic Records and University Functions

• Manage all present and future publications that utilize the Acalog software.


• Manage all present and future workflow processes that utilize the Curriculog software.


• Assists the Grand Marshall on graduation weekends.


• Fulfill other functions, duties and responsibilities as assigned.

Supervisory responsibilities

N/A

Qualifications

Education and experience

Minimum of a Bachelor’s degree with a Master’s degree preferred or related knowledge and experience.

General Skills

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


• 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.


• Successful experience in obtaining cooperation and timely response from a large number of participants in campus-wide projects.


• 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.


• Successful experience in adult teaching/learning.


• Demonstrated skills in database management and information reporting.


• 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, word processing, project management software and publishing software such as Adobe Suite (InDesign, Photoshop).


• Knowledge and experience of CSS and HTML is helpful.


• Experience with SCT Banner and Griggs University system highly valued.

Interpersonal interactions

• Excellent communication and interpersonal skills.
  
  
  
  • Superior writing and editorial skills for the types of documents required for the job.
  
  
  • Effective verbal communication and persuasion skills.
  
  
  
  


• Strong interest 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 10 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.