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Registrar Operations Manager
2 months ago
We are seeking an experienced Director of Records to join our team at Academy of Art University. The successful candidate will be responsible for ensuring adherence to applicable state and federal regulations, managing department staff, and overseeing the development and maintenance of department staff training, resources, and support materials.
Key Responsibilities- Regulatory Compliance: Ensure adherence to applicable state and federal regulations by maintaining knowledge of the requirements and performing routine process and procedure audits.
- Staff Management: Manage, mentor, and train staff to ensure all performance expectations are met.
- Department Operations: Direct the operation of the Office of the Registrar to ensure processes, procedures, and goals align with the mission and vision of the Academy and remain in compliance with applicable regulations.
- Training and Development: Oversee the development and maintenance of department staff training, resources, and support materials to ensure they are comprehensive and accurate.
- Customer Service: Ensure student support and interdepartmental processes and procedures are effective, transparent, and customer-focused.
- Productivity and Efficiency: Analyze and report on productivity, customer service levels, and trends, and provide recommendations to ensure efficiency and effectiveness.
- Industry Research: Proactively seek out industry-related reports, trends, and best practices to ensure the department keeps pace with industry changes and technology.
- Data Management: Oversee all external requests for data to ensure the information provided is complete, accurate, and compliant.
- Resource Management: Manage department resources and budget to ensure proper allocations.
- Academic Calendar: Schedule and maintain the Office of the Registrar Academic Calendar in coordination with Student Services and Curriculum departments.
- Accreditation and Compliance: Represent the department and university in accreditation and Department of Education site visits.
- Student Records: Provide student academic records to HR in conjunction with subpoenaed requests.
- Degree Evaluation: Oversee ongoing degree evaluation/audit processes, final grade posting, and academic standings processes as well as all degree awarding.
- PeopleSoft Management: Adjust PeopleSoft educational data (e.g., term activation, effective dating) for financial aid and other departments.
- Program Setup: Set up new programs in PeopleSoft for continuing students as necessary (e.g., AA to BFA).
- Transactional Workflow: Oversee transactional workflow and paperwork including: Cal Grant GPA verifications, subpoena requests, grade changes, requests for incompletes, waivers, transfer forms, class and program reinstatements, retro add/drops, grievance letters, attendance corrections, plagiarism notices on transcripts.
- Attendance Corrections: Review and approve attendance corrections, incompletes, and graduate transfer credit requests.
- IT Liaison: Serve as IT liaison in conjunction with report requests, management support, and initiative.
- Cal Grant Queries: Coordinate Cal Grant queries, staff oversight/workflow planning, and reporting.
- Customer Service Initiative: Oversee initiative to provide improved customer service/student experience.
- Committee Membership: Serve on Commencement Committee and Athletics NCAA Compliance Committee.
- Education Experience: At least 3 years education experience within a Registrar's Office.
- Regulatory Knowledge: Knowledge of regulatory compliance as it relates to Registrar Office functions.
- Technical Skills: Outstanding technical skills, organizational skills, and independent judgment.
- PeopleSoft Management: Ability to manage the complexities of student records and registration using the PeopleSoft database.
- Decision-Making: Ability to oversee multiple tasks, exercise sound judgment, and decision-making skills, and interact comfortably with students, faculty, and administrators.
- Communication Skills: Excellent verbal and written communication skills with the ability to effectively communicate at all levels in the organization.
- Adaptability: Ability to thrive in a hybrid work environment working independently on routine tasks and adaptability to changing business requirements.
- Education: A Bachelor's degree in a related field is strongly preferred.
The successful candidate will receive a competitive salary of $70,000.00 to $100,000.00 per year depending on skill set and experience. Academy of Art University offers full-time employees health insurance, 401k options, paid vacation based on years of service, paid holidays, paid sick leave, and a commuter benefit program. The Academy also offers full-time employees an opportunity to take one undergraduate course tuition-free each semester. Full-time employees also have access to our multi-lane swimming pool, two fitness centers, and our many recreational programs, including our NCAA Division II events.
