Associate Registrar
Associate Registrar
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Salary Not Disclosed
1 Vacancy
Job Description
This position administers a combination of management and functional oversight and support to assigned operations within the Registrars Office including graduation transfer articulations student records data management monitoring of academic guidelines and academic standing and other related activities. The Office of the Registrar serves the institution by addressing the needs of all students (prospective current and alumni) providing excellent customer service and safeguarding the confidentiality and integrity of all student records.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Oversees the transfer articulation of all academic transcripts in addition to CLEP Advanced Placement examinations and various non-traditional educational credentials.
- Evaluates transcripts and assists students and the academic departments in the transfer of credit for undergraduate students.
- Manages course equivalency lists for all local junior colleges/universities (others upon request).
- Determines transferability of study abroad program courses towards St. Marys degree plans.
- Works with Alamo Community College to ensure Transfer Equivalency Guides reflect changes to the St. Marys curriculum.
- Ensures that all individualized degree exceptions substitutions waivers and modifications are applied within the constraints of current degree requirements and academic policy;
- Audits academic records of all graduating students and posts degrees to student records. Provides ad-hoc reports and analysis as requested.
- Provides ongoing academic support for students concerning graduation requirements.
- Audits requests for students taking courses outside of St. Marys University such as summer school.
- Assists in assessing business processes and practices; assists in developing policies and procedures that document the protocols that take place throughout each academic year as they relate to the student information system (Banner) and academic planning and audit software (Degree Works).
- Assists in the planning preparing organizing and implementing the registration process including course schedule setup and maintenance course registration period and open add/drop periods.
- Assists with the planning and production of the university commencement ceremony.
- Serves on commencement planning committee generates graduation related reports and prepares diplomas.
- Meets and communicates with academic unit representatives concerning updates/changes made in GPS.
- Collaborates with various departments and other related committees and functional users in the implementation development and maintenance of a versatile and effective course catalog.
- Documents and deploys changes and ensures compliance with all academic and institutional policies.
- Oversees the readmission process of returning students who are in good standing.
- Works in partnership with leadership and team to cross-train in all core functions and to preserve institutional knowledge.
- Assists in the coordination of implementing approved academic programs and maintenance of student academic records to ensure consistency across academic areas.
- Serves as office representative for various University committees as appointed.
- Performs other duties as assigned.
QUALIFICATIONS:
- Bachelors Degree from an accredited college or university required or equivalent in registration student records or higher education administration.
- Two or more years of administrative experience required preferably in a Registrars records office or similar work.
- Experience with or strong aptitude for Enterprise Student Information System (Banner or similar) and/or using degree audit software (DegreeWorks or similar) is highly preferred.
- Must clear and maintain a favorable background investigation and clearance
- Must be able to work weekends and evenings as required.
- Must be well versed in Higher Education policies and regulations or have ability to learn at an accelerated pace.
- Must have the ability to demonstrate intermediate skills in MS Office (Word Excel Visio and PowerPoint). Uses various software applications and have the ability to acquire new technological expertise as the need arises with a keen interest in doing so.
- Must have excellent verbal and written communication skills. Strong public relations and customer service skills with an ability to implement diplomacy and discretion at all times; an ability to work effectively with communities across the university.
- Must have a high ethical standards and a strong sense of confidentiality; ability to prioritize and manage multiple deadlines; thrive in a complex work environment; displays solid problem solving and interpersonal skills; works well independently and as part of a team.
- Must have strong self-judgment abilities to assist in the preparation of department personnel policy information. Use discretion to complete work assignments. Initiative is frequently required to complete work assignments. Decisions are made regarding policy interpretation and individual work priorities
- Must have the ability to demonstrate a capacity for leadership and the commitment to work collaboratively with a diverse and dynamic community; Ability to work with students of diverse ethnic and cultural backgrounds.
- Must have a high attention to detail and be able to organize workflow coordinate activities balance simultaneous projects without loss of efficiency in a multi-tasked environment and manage multiple priorities to meet deadlines.
- Must have excellent analytical skills good judgment and proven competence in the use of logic and the ability to integrate new technology into office procedures and processes while ensuring data integrity.
- Must be familiar with and follow rules and regulations in the Federal Educational Rights to Privacy Act of 1974 (FERPA) and University polices regarding students education records.
- Knowledge of all legal and accreditation-related requirements associated with the processing storing releasing archiving and destruction of student educational records.
- Bilingual Preferred (English/Spanish with the ability to understand and to make ones self understood to Spanish speaking individuals).
PHYSICAL DEMANDS:
- Working conditions are in an office environment and university campus setting. Must be able to move across the university campus to conduct day to day business.
- While performing this role the employee will be regularly required to sit walk and stand; talk and hear both in person and by telephone; and use hands repetitively to operate standard office equipment; and occasionally required to lift up to 25 pounds.
- Specific vision abilities required by this position include close vision distance vision and the ability to adjust focus.
- Frequently communicates with others using approved technological resources; must be able to exchange accurate information through designated systems within a timely manner.
- Constantly operates a computer and other office productivity machinery.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
St. Marys University is a Hispanic-Serving Institution and an Equal Opportunity Employer.
Required Experience:
IC
Employment Type
Full-Time
