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Assistant Registrar

4 months ago

San Antonio, United States Our Lady of the Lake University Full time

Job Description:

Job Summary:

Working under the supervision of the Registrar the Assistant Registrar (AR) is expected to handle multiple responsibilities, solve complex problems and ensure that satisfactory customer service is provided. In consultation with the Registrar and other staff members within a client orient environment the AR contributes to the operations within the department including but not limited to supervisory duties, graduation tasks, overseeing transfer equivalency maintenance, scheduling of classrooms, imaging duties, and FERPA. Assists in front desk coverage to ensure customer service satisfaction. Using effective communication, problem-solving and analytical skills the AR provides accurate information and data. In concert with the Registrar, is responsible for the hiring and oversight of staff, including hiring, training, evaluation, and professional development. The ability to interpret policies and standard practices that deal with information that is confidential is crucial.

Essential Functions:

1. Supervisory Duties

* Supervises the front office to ensure satisfactory customer service
* Assists in training and supervising Registrar's Office staff:
* Interviews, selects, trains and supervises 4-5 student employees. Monitors student employee budget.

2. Coordinates Graduation Activities

* Responsible for preparation of all material for each degree conferring period to include emailing graduation review letters, printing and preparing diplomas for distribution and preparing material needed for commencement. Ensures that Graduation Portal site is updated with pertinent information for degree candidates.
* Handles the printing of duplicate diplomas.
* Coordinates with the Student Affairs Office to plan graduation ceremonies accordingly.
* Receives, reviews and responds to any email that is sent to the Graduation email account.

3. Assists with Evaluations of Undergraduate Degree Audits

* Assists with reviewing undergraduate degree candidates to determine completion of graduation requirements, works with faculty and program chairs to resolve discrepancies as needed.
* Ensures accuracy of official transcript with degrees and certifications and images official transcripts and degree audits.

4. Evaluation of Transfer Credit Equivalency

* Manages the processing of transfer evaluation.
* Supervises the creating and maintaining of equivalency manuals.
* Supervises the maintenance of the transfer evaluation module in Colleague.
* Supervises the creating and updating of the Transfer plans on the OLLU website.

5.Classroom Scheduling and FERPA Specialist

* Classroom Scheduling Specialist, inputs information for schedules in Event Management System & Colleague; resolves room assignment conflicts that may arise.
* FERPA specialist is required to be up to date on regulations, send annual notification to students and enters FERPA disclosure forms.

6. Imaging Specialist

* Imaging Specialist, extensive knowledge of the ImageNow system. Responsible for training Registrar's Office staff in use of Image Now and the imaging of current and new files.
* Ensures the receipt of all new student files at the beginning of each term and verifies documents have been imaged by the Admissions Office.

7. Provides additional support to Registrar's Office

* Serves as backup to the Registrar Associate I & II.
* Ability explaining and troubleshooting Degree Audits.
* Assists with registration or coverage of other areas, when necessary.
* Keeps up-to-date on Ellucian Colleague, integrated student system, to provide appropriate training to staff.
* Assists the Registrar in utilizing and troubleshooting the Colleague integrated student system to best serve the University.
* Participates in the development, evaluation, and implementation of processes, policies, and procedures.
* Assists with the Advisor's Workshop.
* Serves as backup to the Registrar's Office email account.
* Ensures office policies, procedures and standards are in compliance with those of the University, state, and federal regulations and policies.
* Serves on University committees or tasks forces as appropriate.
* Serves in absence of Registrar and Associate Registrar.
* Serves as resource person to all campuses.
* Interacts with faculty and student advisers in answering questions and solving problems.
* Interacts with advisor and departments to update individual degree plans.
* Assists in commencement and registration activities.
* Assists in Academic Affairs activities.
* Performs other duties as assigned by the Registrar.

Additional Responsibilities:

* Performs other duties as assigned by the Registrar.

Requirements:

Knowledge, Skills and Abilities:

* Effective oral and written communication skills.
* Strong organizational and analytical skills with ability to work independently, managing multiple complex tasks and time lines concurrently and accurately.
* Ability to understand requirements necessary for each undergraduate major/minor offered and how the software package applies these requirements to a student's record.
* Knowledge of Ellucian Colleague student software system.
* Data entry experience with knowledge of word processing and spreadsheets.
* Ability to plan and implement technology changes.
* Ability to work with a diverse population and maintain professionalism while dealing with sensitive and confidential information.
* Ability to work evening and weekend hours.
* Sufficient mobility to retrieve material from storage area.
* Ability to perform light to moderate lifting of boxes, supplies and files; ability to work for extended periods of time at a computer terminal.
* Proficient Keyboarding skills with high accuracy.
* Vision and dexterity within the general range of an office environment.

Education and Experience:

* Bachelor's degree or equivalent of 2- 3 years experience in Registrars office. Master's degree preferred.
* Two to three years of experience in a higher education Registrar's Office, required. Prefer a candidate with an interest in a career in higher education administration.
* Minimum of one - two years of supervisory experience preferred.
* Experience in Colleague or other student service software required.
* Minimum of one year of Perceptive ImageNow or imaging software required.
* Minimum of two to three years of customer service experience required.
* Experience in acknowledging policies and standard practices that deal with sensitive and/or confidential information required.
* Proficient use of Microsoft Office software to include Word, Excel, and Outlook, required.

Additional Information:

Employment with Our Lady of the Lake University is contingent upon the applicant undergoing a background investigation.

OLLU seeks to attract, develop and retain the highest quality faculty, staff and administrators. The University is committed to diversity and strongly encourages applications from women and minorities. EOE

Our Lady of the Lake University uses E-Verify to confirm the employment eligibility of all newly hired employees. To learn more about E-Verify, including your rights and responsibilities, please visit www.dhs.gov/E-Verify