ACADEMIC RECORDS - Assistant Registrar for Off-Campus Programs

Job Classification

  Salaried Full-time (75-100%)

Position summary

The Assistant Registrar for Off Campus Programs carries out a wide range of functions within the Office of Academic Records. Responsible for providing leadership and supervision for the office in the off-campus services area, the Assistant Registrar is expected to work with School of Distance Education and off-campus locations to ensure coordination occurs in all Academic Records functions as it relates to policy, process, communication and training. Ensures prospective graduates complete all established requirements before conferral of their degrees. 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 at off-campus sites.

Qualifications summary

• 
  Bachelor’s degree required or equivalent work experience.
  


• 
  Previous experience in admissions or academic records preferred.
  


• 
  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 and Griggs University system highly valued.
  


• 
  People skills and a caring attitude.
  


• 
  Ability to remain calm under pressure.
  


• 
  Problem solving capacity.
  


• 
  Careful attention and commitment to university academic policies.
  

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

Duties and responsibilities

• 
  Works with School of Distance Education and off-campus locations to ensure coordination occurs in all Academic Records functions as it relates to policy, process, communication and training.
  
  
  
  • 
    Setting up new agreements and teach-out arrangements with off-campus locations.
    
  
  
  • 
    Standardizing policies and processes to mirror on-campus processes.
    
  
  
  • 
    Maintaining a procedures manual for off-campus sites.
    
  
  
  • 
    Problem solving issues related to the implementation of the agreements.
    
  
  
  
  


• 
  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 at off-campus sites.
  


• 
  Responsible for the entry of program, course and schedule offerings at off-campus sites.
  


• 
  Monitors the petition and transfer credit evaluation approval processes.
  


• 
  Consults with the Dean of the School of Distance Education/Director Off Campus Programs on the admission, degree requirements, and graduation issues that are special or unusual.
  


• 
  Maintains familiarity with the various off campus agreements to make sure the requirements are being met for both admissions and graduation.
  


• 
  Plays a key role to ensure personnel at off-campus locations using Registrar Office best practices.
  

 
Admissions (Undergraduate Only)

• 
  Manages academic records of all students applying for university admission through undergraduate off campus programs.
  


• Reviews and approves/denies admissions to the different off campus programs, on the basis of the requirements of the students’ chosen program.

 
Records

• 
  Oversees the records processes performed by the Off-Campus Programs Specialist and Off-Campus Programs Assistant.
  


• 
  Sets up semester parameters and the schedule in the SCT Banner system which provides the infrastructure for registration processes for off-campus sites.
  


• 
  Handles inquiries concerning off-campus student’s records, grades, transcripts, graduation and other matters.
  


• 
  Engages in troubleshooting and problem solving of off-campus issues.
  


• 
  Oversees folder maintenance and record scanning for off-campus programs students’ records.
  


• 
  Solves problems with off campus site transcript requests when necessary.
  


• Researches, troubleshoots, and problem solves issues with students who have been out of school for a long time.

 
Degree Audit Processes

• 
  Reviews, verifies and processes graduation applications and degree audits.
  


• 
  Communicates with the various off-campus sites to obtain the documents necessary for processing the graduation documents.
  


• Signs off on the degree audits after doing a thorough check.

 
Communication

• 
  Maintains regular communication with the registrars and program directors of the off campus site.
  


• Deals with questions that should have been directed to someone else to maintain good customer service.

 
Commencement Preparation

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


• Assists the Grand Marshall on graduation weekends.

 
General Academic Records Functions

• 
  Maintains folders for current off-campus programs students.
  


• 
  Maintains folders for previous off campus programs students until records are scanned.
  


• 
  Maintains and updates forms and procedures manual used for off campus programs.
  


• 
  Performs other duties as needed or requested.
  

Supervisory responsibilities

• 
  Supervises up to two full-time positions and student workers: Off-Campus Programs Specialist; Off-Campus Programs Assistant.
  


• 
  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

• 
  Bachelor’s degree required or equivalent work experience.
  


• 
  Previous experience in admissions or academic records preferred.
  


• 
  Ability to regularly engage in multiple tasks.
  


• 
  Accuracy and care for details.
  


• 
  Effectiveness in meeting deadlines.
  


• 
  People skills and a caring attitude.
  


• 
  Ability to remain calm under pressure.
  


• 
  Problem solving capacity.
  


• 
  Careful attention and commitment to university academic policies.
  

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 and Griggs University system highly valued.
  

Interpersonal interactions

• 
  Respect and appreciation for diversity.
  


• 
  Ability to deal with time-sensitive issues and difficult situations.
  


• 
  Cross-cultural communication skills.
  


• 
  Good customer service skills.
  


• 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

• 
  Noise level in the work environment is usually moderate.