Registrar

DEPARTMENT: Administration 

DIVISION: Records 

REPORTS TO: Vice President of Instruction 

DESCRIPTION:  

The Registrar is responsible for the overall operational activities of the Records Office. These activities include ensuring the integrity, security and privacy of all academic records, graduation certification, production of diplomas and transcripts, enrollment verifications, degree verifications, FERPA-related issues, withdrawal process, transcript requests, grading and coordination of veterans’ affairs. 

ESSENTIAL FUNCTIONS: 

• Manage and lead the daily operation of the Records Office including processing transcript orders, education verifications, enrollment verifications and similar requests. 
• Managing the retention, retrieval, security, integrity and privacy of all transient and permanent academic records for all current and former Pacific College students in accordance with College policies, the guidelines of AACRAO, the requirements of accrediting agencies, federal and state laws, and FERPA compliance. 
• Key personnel responsible for monthly enrollment reporting data export from Jenzabar SONIS student information system to Student Clearinghouse and National Student Loan Data System (NSLDS). 
• Preparations for annual commencement ceremony including coordination of graduation applications, distributing applications to academic departments for certification, calculating recognitions/honors, certifying associate degree students, ordering diplomas, submitting list of graduates for commencement program and verifying degree completion once final grades have been posted. 

• Serves as a Designated School Official (DSO) for the Student and Exchange Visitor Program (SEVP) broadly responsible for routine, compliance, and reporting tasks related to issue and maintenance of F-1 student visas and USCIS Form I-20. 
• Serves as School Certifying Official (SCO) to Veterans Benefits Administration and provides broad assistance to military, veterans and their families about educational concerns. Responsible for maintaining files on all veterans eligible for VA Educational Assistance and submitting proper documentation on appropriate forms to Regional Processing Centers. 
• Maintains statistical records relevant to enrollment, curriculum, etc. Provides auxiliary support and assistance to individuals preparing federal and state mandated reports.  
• Provides prompt, accurate and efficient customer service to members of the campus community including students, faculty, staff, administration and external agencies as required. 

OUTCOME: 

• Successful management, leadership and support of Records Office personnel on a regular basis. 

• Electronic transcript systems and process implementation 
• Accurate and secured permanent academic records 
• Timely and accurate graduation certifications and processes 
• Excellent customer service to all constituents 
• Supports, advises and certifies veterans 

EXPERIENCE AND EDUCATION REQUIRED: 

• Master degree required in related field 
• A minimum of five years experience in a records or registrar’s office 
• Knowledge and experience with student information systems 
• Familiarity with college organizational structure, curriculum, degree requirements, and grading system 

• Knowledge of Veterans Educational Assistance programs 

REQUIRED SKILLS AND QUALIFICATIONS: 

• Strong organizational skills, ability to prioritize and perform several job-related tasks simultaneously 
• Effective verbal and written communication skills 
• Ability to work with a high degree of accuracy and attention to detail 

• Sensitivity to the confidential nature of the academic record 
• Ability to interact in a courteous, professional manner with students, faculty, administration and the general public