Assistant Registrar

Bethune Cookman University

Job Title: Assistant Registrar

Reporting Structure: Registrar

Division: Academic Affairs

Job Summary:

As a member of the leadership team, the Assistant Registrar collaborates with the University Registrar to oversee the operations and functions of the Registrar's Office. This includes the administration of all facets of managing student records and other Registrar's Office functions, with primary responsibility for daily office management, NCAA compliance, transcript evaluations, schedule building, readmission, National Student Clearinghouse compliance and curriculum/catalog maintenance.

Under general supervision of the Registrar, the Assistant Registrar is also responsible for managing student registration services and providing oversight of the student record data management, enrollment, and transcript delivery processes. The Assistant Registrar will be responsible for the accuracy of the computerized student database, including data entry and for exemplary customer service through in-person, telephone, and electronic communications. The incumbent will ensure the administration of quality customer-oriented services is consistent with university policies, regulatory, regional, and national standards. The assistant registrar will collaborate with others in the recommendation and implementation of continuous improvements in processes, procedures, and practices for all assigned areas. In addition, the Assistant Registrar will work through practical and visionary actions to provide relevant resources and information to students that promote student confidence and pride while upholding the academic integrity of the university.

The Assistant Registrar performs a multitude of tasks to support the Office of the Registrar including data entry, maintenance and preparation of student records, problem solving student records and system errors, assistance in faculty grading and attendance, preparing for the start and the end of a semester through various reports and other tasks. This position supports other areas of the department in relation to graduation, transcripts, and program changes and the university, as a whole.

Duties/Responsibilities:

Daily Office Management

• Working within the University Registrar, oversees the management and supervision of key operational areas to ensure compliance with state, federal laws and regulations, and University policies. The incumbent will support Federal Education Rights and Privacy Act (FERPA) training initiatives and related policy adherence.

• Responds to electronic communications, calls and walk-in inquiries from students, faculty and staff concerning college policies and procedures relating to records, registration, scheduling, and other university matters. Assists in processing student registrations, add/drop requests, and withdrawals. Manage the transcripts request processing via the third-party application and in-house service. Provides back up to front desk staff including answering phones, managing emails and office walk-ins.

• Maintains academic records, which includes properly maintaining student permanent files, overseeing proper disposal of student records, and preparing and merging files from the Admission's Office at the start of each semester.

• Participates in hiring, managing and motivating staff members, delegating responsibilities, identifying training needs and evaluating performance.

NCAA compliance

• Obtains, evaluates, and documents the academic credentials in accordance with National Collegiate Athletic Association (NCAA) and conference eligibility rules for student-athletes.

• Certifies each semester that student-athletes are making progress in degree programs and can complete the programs in five years.

• Reviews and assesses athletic eligibility for NCAA, communicates with coaches and athletic department on the eligibility status of student athletes.

• Provides the official certification of eligibility documentation to the appropriate Conference Offices.

• Determines initial eligibility certification with the institutional partners.

• Maintains and monitors NCAA compliance-related records each semester.

• Provides support for the administration of NCAA Compliance Assistant software.

• Reviews policies and develops procedures and controls to ensure compliance.

• Interprets NCAA, transfer credit, institutional and department rules, and policies; communicates those policies and procedures to faculty, staff, students, and constituents, recommends changes to those policies and/or procedures; writes and updates procedures, training materials, and presentations.

• Participates in and completes all required NCAA rules education programs and offerings and NCAA rules interpretations.

Transcript evaluations

• Works with faculty, department chairs, directors, and deans to create and implement policies to evaluate and determine equivalencies of external transcripts to meet graduation requirements.

• In conjunction with faculty, department chairs, directors, and deans, evaluates transfer credits, graduation requirements and determines eligibility per National Collegiate Athletic Association (NCAA) academic requirements; performs related work.

• Evaluates transfer credits for incoming students, including initial evaluation at time of acceptance, final reevaluation, and records, updating and processing at time of registration.

• Performs accurate data entry of transcripts received and courses taken by applicants and students at external institutions.

• Informs and advises current and prospective transfer students regarding transfer credit guidelines and procedures.

• Provides direction, assistance, and information to students, the public, and departments regarding transferability of courses.

Scheduling Building

• Leads the semester schedule building process by maintaining current knowledge about Catalog course data, through close coordination and consistent communication with college deans, department chairs, directors, and university curriculum committees.

• Trains and supervises appropriate professional and clerical staff in the creation, maintenance, and revision of schedules and assignment of instructional space for all academic programs.

• Ensures new term information is accurately entered into the student information system (SIS) and performs necessary scheduling tasks within the SIS, including updating schedule entry tables and forms, performing system updates to activate the new term, facilitating schedule downloads, and enforcing schedule deadlines.

• Ensures academic schedule is accurately represented in relevant university systems.

• Prepares the final exam schedule.

• Continually assesses the scheduling building process, develops, and implements new procedures to streamline scheduling, with input from college deans, department chairs, program directors, facilities, and other relevant university constituents.

• Develops schedule audit reports, processes, and systems to streamline audit processes and ensure schedule accuracy. Proactively audits academic schedules to identify inconsistencies and/or conflicts and develops solutions.

• Serves as the primary contact and resource for university scheduling, providing solutions to classroom scheduling and process issues, answering questions, and providing appropriate solutions with discernment and a high level of customer service.

Readmission

• Coordinates and administers the readmission process in a timely manner with appropriate professional and clerical staff.

National Student Clearinghouse compliance/Enrollment Reporting

• In consultation with the Registrar, Director of Financial Aid, and Information Technology, manages National Student Clearinghouse (NSC) reporting and submits accurate data to NSC and ultimately, the National Student Loan Data System (NSLDS) in a timely manner.

• Reports enrollment and graduated statuses, creates and follows the NSC Transmission Schedule, prepares monthly Student Status Confirmation Reports for the NSLDS data bank according to the Department of Education requirements, submits program enrollment status files to the NSC, reconciles reporting with related compliance functions, monitors accuracy and timeliness of enrollment reports, collaborates with Jenzabar, NSC, and NSLDS to resolve issues and minimize risk to the University.

Curriculum/Catalog Maintenance

• Based on curriculum updates, changes, and approvals, creates and/or edits courses in the SIS Catalog, updates the prerequisite, corequisite and prohibited tables.

• Maintains and updates program and course information each year in the catalog management software.

• Reviews catalog information for accuracy and follows up with the instructional and departmental divisions to resolve issues of concern.

• In collaboration with the Registrar, manages, revised, updates, produces, and disseminates the university academic catalog utilizing catalog management software and university standards.

• Assists the Registrar in monitoring needed changes in the college catalog and the Registrar's Office website.

Additional duties and responsibilities include:

• Utilizing the student information system and other software and applications in accordance with state and federal (FERPA) privacy regulations, SACSCOC and other accreditation and industry standards, including AACRAO, SACRAO, FACRAO, NCAA guidelines, policies, and rules.

• Maintaining computerized student files and credentials; running queries; verifying updates, and correcting student records; preparing and preserving materials for records retention.

• Assisting with the answering of subpoenas and investigations into student records.

• Resolving duplicate records or multiple entries and taking appropriate action.

• Assisting with commencement planning, preparations and participating where needed.

• Assisting the Registrar with special projects, project management and assessment of efficiency and effectiveness.

• Conducting bench marking analyses with peer institutions to stay abreast of best practices and policies.

• Attending meetings, conferences, and workshops to maintain up-to-date knowledge related to registration, advising, student records, prior learning, NCAA rules, etc.

• Maintaining effective and positive working relationships within and outside the Registrar's Office, including Athletics, Admissions, Academic Affairs, Enrollment Management, and external constituencies; serving on university-wide committees and workgroups as appropriate.

• Creating and maintaining procedures for position tasks, in written, video, or virtual formats.

Shared Responsibilities:

• Perform the day-to-day operations of academic record maintenance by knowing, interpreting, applying, and communicating academic policy and procedures related to students' records and enrollment.

• Assist with high quality customer service front counter and back-office operation that meet the needs of prospective and matriculated students.

• Represent the Registrar's Office by providing accurate, timely, and personalized service to all stakeholders in all interactions with all levels, inside and outside the university, including dealing with sensitive and confidential information.

• Cross-train within unit to fulfill office duties and ensure efficient operations; answer the telephone and respond to email inquiries; print, mail, fax, and scan documents, maintain filing, create, and update documents.

• Participate in and complete professional development activities, work-related training, and workshops, including attending state-wide meetings of registrar and athletic compliance administrators.

• Assist with the coordination of commencement and conferral activities and participate in the commencement ceremony.

• Be flexible in dealing with changes in policies, procedures, organizational structure, and issues, forward thinking, student-centered, and solution oriented.

• Perform other related duties and tasks as required.

Required Skills/Abilities:

• Comprehensive understanding of federal (FERPA) privacy regulations and enforcement procedures with the ability to handle and abide by strict confidentiality requirements as directed by FERPA, university and departmental policies, with discretion.

• Strong analytical and critical thinking skills with demonstrated ability to analyze system programs and processes and propose solutions.

• Sound critical thinking and problem-solving skills, flexibility, and the ability to manage ambiguity and uncertainty, using knowledge and logic to resolve issues and respond to complex requests.

• Demonstrated ability to coordinate workflows, complete assignments without detailed instructions, train staff on relevant policies and procedures, and establish and maintain quality control guidelines.

• Strong organizational and time management skills with the ability to simultaneously manage multiple projects in a fast-paced environment while consistently meeting deadlines, working well under pressure.

• Meticulous, accurate, creative, self-motivated, and able to work independently and as part of a team.

• Ability to effectively comprehend, interpret, communicate, and adhere to all university, academic, NCAA, SWAC, and registrar policies, procedures, regulations, and rules.

• Ability to plan and adapt to change.

• Demonstrated high level of professionalism, people skills, initiative, dependability, and motivation to succeed.

• Excellent oral, written, and virtual communication skills

• Demonstrated experience working successfully with and interacting with all levels of personnel and diverse populations with a positive attitude, demonstrating tact and sensitivity when dealing with difficult issues and/or diverse organizations.

• Demonstrated commitment to providing exemplary customer service to students, faculty, staff, administrators, and other University stakeholders on and off campus.

• Ethical, fair, and professional in all interactions, consistent in one's actions, while pursuing the highest degree of integrity in interacting with all constituents.

• Ability to follow all university policies, procedures, and guidelines including, but not limited to safety, civility, information security, and non-discrimination policies and procedures. Ability to contribute to a positive university experience for each student and assist in achieving the university's mission.

Education and Experience:

• Bachelor's degree required, Master's degree preferred.

• Minimum one year of Registrar's Office and two years of higher education experience.

• Minimum of two years of NCAA athletics compliance experience with comprehensive knowledge of NCAA compliance rules, policies, and procedures.

• Minimum three years of experience in a customer service environment.

• Considerable knowledge and understanding of the requirements for transfer course evaluation and schedule building.

• Experience researching, interpreting, applying, and explaining academic information, and university policies and procedures.

• Demonstrated ability to manage multiple projects and work; ability to strategize the completion of projects, so that steps are not missed.

• Experience using an integrated data system such as Jenzabar One.

• Proficiency with database products required with demonstrated ability to effectively maintain and analyze detailed records.

• Experience with athletic compliance software

• Experience with a document imaging and retention system.

• Knowledge of SACSCOC, state and other accreditation and industry standards, including AACRAO, SACRAO, FACRAO, and NCAA guidelines, policies, and rules.

• Strong interpersonal, team working, and oral, written, and virtual communication skills including public presentation skills.

Physical Requirements:

This is a 100% oncampus position. Work is performed in a standard office or similar environment.

Duties of this position involve working long hours during peak times with evening and weekend availability (during peak enrollment periods and special events). Must be flexible to meet special scheduling needs of the University.

Subject to standing, walking, sitting, bending, reaching, pushing, and pulling.

Occasional lifting of objects up to 10 pounds.

The University does not discriminate on the basis of race, color, national and ethnic origin, sex, retaliation, marital status, religion, or disability, or any other applicable local, state, or federal regulation. Inquiries regarding provisions for persons with disabilities, equal employment opportunity and Title IX matters should be directed to the Office of Human Resources at

The university reserves the right to modify job descriptions at any time in its' attempts to improve the operations of the university.