Associate Registrar

PRIMARY PURPOSE:

The Associate Registrar is responsible for planning, directing, and evaluating the administration of processes, policies, and services related to Student Records, Course and Event Scheduling, Online Course Catalog, and Degree Audit systems. Through hands-on, day-to-day operations, the Associate Registrar meets critical deadlines by utilizing project management skills to facilitate operational objectives and student success while utilizing a high degree of technical skills to resolve issues. This is a hands-on position requiring a combination of leadership, project management, team facilitation, and systems analysis skills. Responsibilities include implementation of new tools and functionality; planning, directing, and evaluating staff and the administration of programs and processes; and developing high-level management reports. The incumbent provides services that are equitable, inclusive, and culturally sensitive to enhance the quality of campus life. This position uses a student-centered and equity-minded approach in all communication and service efforts.

CORE DUTIES and RESPONSIBILITIES:

Daily Responsibilities/Duties - 50%

• Provides vision, leadership, and guidance in implementing the policies and directing the operational functions associated with Student Records, Course and Event Scheduling, Online Course Catalog, and Degree Auditing and Planning. • Utilizing project management methodology and tools, conduct data analysis to identify trends and assess operational needs and outcomes to determine resource requirements and to articulate and recommend innovative and improved processes, including technical solutions that will enhance the Registration office’s objectives. • Oversees and coordinates registration processes. Identifies and resolves systematic problems and issues. • Oversees and coordinates the build of the schedule of classes. • Serves as the College’s lead for reserving classrooms and event spaces on campus through an online scheduling system. Monitors and manages user accounts and permission levels within the system. Ensures proper functioning of online scheduling system. • Oversees the technical systems utilized in support of the department’s successful operations, including registration, course scheduling, graduation, and other essential department functions. • Oversees the Degree Works degree auditing system, builds and updates audits based on curricular changes, manages users and group access, updates the controller functions and student educational plans.

• Implements course restrictions and special approvals into the SIS system. Manages waitlists, adjusts enrollment limits where appropriate and the distribution of enrollment over multiple sections. • Oversees the update and review of the online Course Catalog.

Weekly/Monthly Duties/Responsibilities - 25%

• Assists in the management of staff and operations of the Registration Office. Assumes leadership of the department in the absence of the Registrar. Recruits, screens, hires, trains, schedules and assigns work. Assesses performance and provides feedback. Counsels or disciplines as needed. Identifies and recommends opportunities for training and professional growth. • Reviews and processes Independent Study Proposals, Requests for Graduate Credit for Undergraduate Course forms, and Requests for Undergraduate Credit for Graduate Course forms. • Produces regular and ad-hoc reports. Reviews results for anomalies, investigates to determine cause, and makes corrections if necessary. Produces the weekly Enrollment Projection report leading to census. Assists with the preparation of statistical reports for submission to various surveys. • Collaborates with other College departments, students, parents, alumni, external organizations, federal/state authorities, agencies, and other outside vendors. Serves as a resource on departmental and College procedures and systems. Facilitates communication and information exchange. • Develops, coordinates, and implements new technology to support registration processes, event scheduling, and other online systems. • Trains staff on the College’s online classroom and event scheduling and course scheduling platform.

Cyclical Responsibilities/Duties - 15%

• Manages the creation, maintenance, dissemination of student academic records and related information. Ensures security and accuracy of student records system and ensures compliance with federal and state regulations, in particular the Family Education Rights and Privacy Act (FERPA). Ensures the release of information is appropriately authorized. • Oversees recruitment, hiring, orientation, training and supervision of Academic Record Specialist and student workers. Trains all student workers. • Negotiates complex departmental needs and resolves conflicts as they relate to space use. • Collaborates with the Provost Office to develop new processes for space utilization as well as student use of on campus spaces. • Analyzes scheduling practices and formulates improvements to enhance space utilization and the scheduling process. • Develops specifications and procedures for record imaging, archiving, indexing, and retrieval of student records • Stays current in College, federal, state and/or regulatory changes and ensures staff members are informed of changes and updates. Understands FERPA and other privacy/confidentiality legislation and directs the activities of the office accordingly. Reads pertinent literature, attends conferences, and participates in professional associations as appropriate. Maintains a leadership role on departmental and College committees. • Updates the Registration section of the Dashboard and the College website and monitors both for accuracy and updates. • Assists and provides backup support to the Registrar for Academic Standing and Curriculum Committee. Provides backup to Registrar in all areas.

• Represents the Office of Registration and office interests to the larger Otis community at various meetings.

Duties as assigned/Other - 10%

• Supports the Primary Designated School Official as a Designated School Official for international students. Advises international students on Department of Homeland Security (DHS) regulations, payroll/employment restrictions, registration processes, benefits, and other compliance issues. Verifies visa documents and prepares and certifies official documents required by U.S. or foreign governments and agencies. • Tracks and monitors budget activity and analyzes variances. Authorizes expenditures within established limits. Interacts with College administrators and other financial offices to provide information, resolve problems, and reconcile accounts.

· Performs other related duties as assigned. Must be responsive to work-related phone calls and emails during non-business hours on occasion. (for EXEMPT JOBS ONLY)

REQUIRED SKILLS and EDUCATION: (Non-negotiable; minimum requirements, skills, experience, certifications)

• BA or BS degree required. • Minimum of 4 years experience with increasing responsibility in a college or university registration office. • Proven ability to effectively manage staff. • Thorough knowledge of student information systems. • Proven ability to analyze user needs and translate into detailed specifications. • Proven ability to design, develop, implement, and maintain complex technical rules in support of business processes. • Demonstrated ability to analyze data requirements and research data availability and access methods. • Demonstrated ability to utilize reporting tools (e.g., Argos) to develop end user reports. • Subject matter expertise in advising systems, course planning, grading, graduation, registration, and the tools to automate these regulations and processes. • Demonstrated ability to interpret and apply academic and administrative policies and procedures. • Demonstrated ability to coordinate workflow. • Ability to work independently and be a self-starter. • Ability to resolve problems and generate new ideas and methods to further the goals of the department. • Thorough knowledge of academic policies/procedures relating to curriculum, registration/grading, and degree audit and degree planner building. • Knowledge of policies, procedures, and regulations affecting student enrollment, student privacy, and FERPA is required. • Strong interpersonal and communication skills; strong customer-service acumen. • Excellent organizational skills with attention to detail, precision, and accuracy. • Demonstrated commitment to working with diverse populations of students, faculty, and staff. • Adaptable to evolving technology.

PREFERRED SKILLS and EXPERIENCE:

• Demonstrated commitment to working with a diverse population of students, faculty, and staff and able to interact effectively with department chairs, faculty, staff, and students. • Strong interpersonal and communication skills and excellent organizational skills.

• Thorough knowledge and understanding of student information systems, including familiarity with Registration software applications. • Attention to details and data accuracy. • Ability to keep operational integrity and continuity by maintaining detailed descriptions of responsibilities, ranging from daily tasks to strategic activities and outcomes, and makes them available to supervisor. • Ability to contribute to a positive college experience for each and every student. • Ability to solve problems and generate new ideas and methods to further the goals of the department. • Experienced with scheduling systems and student information systems required, Banner, CourseDog, and Degree Works preferred. • Must be comfortable with implementing new technology.