ACADEMIC RECORDS - Assistant Registrar for Student Systems

Job Classification

  Salaried Full-time (75-100%)

Position summary

Carries out a wide range of functions as a member of the Registrar’s leadership team. Creation, knowledge and adherence to policies and processes supporting faculty and staff is a key responsibility as it relates to student database systems. In addition, responsiblities include leadership and supervision in the following areas: plan and operationalize beginning and end of term processes; data steward for Banner Student and other related software; provide technical support and database security; plan, direct, and coordinate the activities for registration; coordinate the student logistics for graduation events; reporting. Serves as project manager and on various committees.

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. Experience with SCT Banner Student or an equivalent system.


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

Duties and responsibilities

• Ensures database systems set a foundation for policies and processes supporting faculty and staff in the function to advise students in degree completion. This function applies to all Academic Records areas: Publications; Undergraduate/Graduate/Off-Campus Records; Grades; Front Office Services.
  
  
  
  • 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
  
  
  • Recommend changes to policy
  
  
  
  


• Collaborates and advises relevant offices to ensure coordination occurs in the areas of process, communication and training related to the database and related systems.
  
  
  
  • Streamlining, automation and improvement of current processes
  
  
  • Advisory to academic departments on handling unique scenarios to fit within appropriate frameworks
  
  
  • Accurate publication of University program offerings, course offerings and policies and procedures
  
  
  
  


• 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.

Data Steward for Student Systems & Reporting

• Defines and implements policy and procedure for day-to-day operational and administrative management of systems and data.


• 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.


• Responsible for data quality and integrity including consistent data definitions,application through connected systems, audits and troubleshooting.


• Oversees and grants security access to relevant databases based on FERPA regulations including Student Forms in SCT Banner system.


• Trains relevant departments for those processes associated with the position.


• Responsible for the coordination of data exchanges with the National Student Clearinghouse (NSC).


• Responsible for the coordination of data exchanges with the Center for Educational Performance and Education (CEPI) as required by the State of Michigan.

Curriculum, Course Catalog and Schedule

• Enters and maintains curricula rules after appropriate committee approvals to ensure proper setup for CAPP and Degree Works.


• Manages all course catalog elements in Digital Architecture’s Acalog and Curriculog 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.


• Sets up semester parameters in the SCT Banner system which provides the infrastructure for registration processes.


• Oversees and processes the entry of course schedule information for each semester including setup of Logiforms and course schedule changes.


• Programs the tuition and discounts on courses.

Registration

• Manages registration set up in Banner.


• Works with students to ensure that both the online and the manual registration process is operational.


• Troubleshoots online registration with students ensuring their success.


• Works with off-campus programs to ensure their registration processes are streamlined whether manual or online.

Graduation

• Organizes and implements logistics involved with commencement celebration activities including graduation tickets and the graduation program.


• Is expected to be present during the Commencement weekend.

Committees

• Serves on the Academic Data Integrity Committee as the Recording Secretary.


• Serves on the Data Integrity Committee, Graduation Coordinating Committee and Student Transitions Committee and related subcommittees.


• Serves on college and school curriculum committees in an advisory role for creation, deletion and changes to courses, i.e. CAS Graduate Council and CAS AP&CC.


• Is a consultant for course and related changes to Faculty Committees and Professional Degree Councils.


• Is a consultant for instructors, advisors and administrative assistants as it pertains to schedule, registration and grade related inquiries.


• Serves on other committees as deemed necessary 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 registration, graduation and other areas as needed.


• 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.


• Assists in data entry and processing during peak times.


• Serves as the time clock manager for the Academic Records Office.


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

Supervisory responsibilities

• Supervises positions in service areas as assigned by the Registrar.


• 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).


• 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 functions and supervision of the office in the absence of the Registrar and Associate Registrar.

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

• 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.


• 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, word processing and project management software. Experience with SCT Banner Student or an equivalent system.

Interpersonal interactions

• Excellent communication and interpersonal 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

• 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

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  Noise level in the work environment is usually moderate.