Registrar Specialist
Registrar Specialist
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Job Description
Special Instructions to Applicants: All interested applicants must attach a cover letter and a resume in the Supporting Documents section of the application in a PDF format. Please note that the applicant tracking system does not convert attachments in Word format successfully.
About Rice
Boastinga 300-acre tree-lined campus in Houston Texas Rice University is ranked among the nations top 20 universities by U.S. News & World Report. Rice has a 6-to-1 undergraduate student-to-faculty ratio and a residential college system which supports students intellectually emotionally and culturally through social events intramural sports student plays lectures series courses and student government. Developing close-knit diverse college communities is a strong campus tradition which is why Rice is highly ranked for best quality of life and best value among private universities.
Rice is also a wonderful place to work. Rice faculty staff and students share values that are essential to our success as a healthy community. Those values guide our decisions and behaviors and shape Rices culture. They come through in the way we treat each other and the welcome we extend to our visitors. These values can be recalled simply by our name RICE Responsibility Integrity Community and Excellence.
Position Summary
The Office of the Registrar (OTR) at Rice University supports the educational mission of the university by working with the Rice community to maintain the accuracy and integrity of its educational records provide quality service and support innovative systems that enhance academic support.
The Registrar Specialist serves as a cross-functional generalist who learns and contributes to a broad range of activities across the office. Rather than specializing in a single functional area the Registrar Specialist will support multiple operational needs and serve as a flexible resource across teams as needed. This includes but is not limited to:
- Student Records and Registration: Assist with student registration student record maintenance and associated tasks for undergraduate graduate and visiting students.
- Transfer Credit: Support the review articulation and processing of transfer credit in accordance with university policies.
- Degree Audit and Graduation Certification: Assist in running degree audits verifying completion of degree requirements and preparing students for graduation and commencement.
- Transcripts and Verifications: Help process requests for official transcripts enrollment and degree verifications and diploma issuance and distribution.
- Curriculum Management: Assist in maintaining and reviewing academic curriculum data including updates to the General Announcements and course catalog.
- Academic Progress Monitoring: Support advisors and academic departments in tracking students progress toward degree completion.
- Commencement and Graduation Support: Participate in commencement planning including student communications event logistics and diploma preparation.
- Course Scheduling: Assist with the coordination and maintenance of course scheduling data working with departments to ensure accurate and timely updates to the schedule of classes.
- Classroom Scheduling: Support classroom assignment processes by coordinating room reservations and ensuring efficient use of classroom space.
- Customer Service: Deliver frontline support to students faculty and staff across all service channels including in-person phone email and ticketing system.
- OTR Communications: Assist in the development and dissemination of Registrar-related communications to students faculty and staff.
- Special Projects and Operational Support: Participate in cross-team projects data integrity audits business process analysis and improvements system testing documentation and staff training.
Requirements
- Bachelors Degree
- In lieu of the education requirement additional related experience above and beyond what is required on an equivalent year-for-year basis may be substituted.
- One-plus (1) years of related experience
- In lieu of the experience requirement additional related education above and beyond what is required on an equivalent year-for-year basis may be substituted.
- Skills Required:
- Demonstrated experience in an office or administrative environment preferably experience in records (and data) management accounting or another closely related field.
- Excellent interpersonal verbal and written communication skills; excellent customer service skills.
- Strong analytical and problem-solving skills with a high degree of accuracy and an uncompromising attention to detail.
- Experience with PC computers including intermediate-level proficiency with the Microsoft Office suite of software applications; basic to intermediate understanding of database concepts.
- Knowledge of higher education academic curriculum: the relationship between degrees majors and where applicable major concentrations minors and certificates.
- Experience and understanding of applicable laws regulations and policies including how they are applied within their assigned functional area.
- A high level of business acumen professionalism and maturity including the ability to maintain confidence with sensitive student records information.
- Strong organizational skills and the ability to prioritize work assignments.
Preferences
- Education Preferred:
- Advanced Degree
- Experience Preferred:
- Three-plus (3) years of experience
- Experience in higher education particularly experience in a college or university Registrars Office.
- Experience and history in participating in professional organizations (e.g. TACRAO SACRAO AACRAO) and contributions to the registrar profession.
- Skills Preferred:
- Technical skill and experience with specialized software tools commonly used in Registrars Offices such as Ellucian Banner Degree Works Leepfrog CourseLeaf products (CAT CIM CLSS) etc.
- Skill and experience interfacing software tools (SQL Developer Access etc.) with Oracle tables and views formulating queries form design and reporting etc.
Workplace Requirements
- Ability to work within a fast-paced office environment with changing priorities critical deadlines and the need for multitasking.
- Ability to work both autonomously and as a member of a team with minimal supervision.
- Ability to quickly learn and use new systems processes procedures and complex office functions.
- Office environment; standard working hours full-time 40 hours per week. Occasional additional hours outside of normal working hours due to regular and seasonal activity.
- On campus position:This position is exclusively on-site necessitating all duties to be performed Rice policy 440 work arrangements may be subject to change.
Essential Functions
- Coordinates and maintains the data and corresponding communications within an assigned (Office of the Registrar) functional area using specialized software and programs.
- Assists in the maintenance of complete current and historical records both electronic and paper ensuringthe ability to quickly retrieve information and generate reports as needed.
- Coordinates and performs the comprehensive review maintenance submission and changes to records and data within an assigned functional area; ensure timely updates and accuracy across all official documentation (university and office policies business process documentation the universitys General Announcements etc.).
- Ensures meticulous adherence to data entry timelines and suggests new innovative methods for meeting deadlines or facilitating the seamless transfer of data to enhance overall efficiency.
- Assists in the ongoing development adherence and maintenance of standards policies and procedures; documents business processes office policies and procedures; and routinely audits documentation.
- Performs detailed analyses and routine data integrity audits; consistently reviews and analyzes data and ensures consistent data accuracy.
- Ensures the conformity of record release procedures to the applicable policies and legal requirements governing the confidentiality of student records including the Family Educational Rights and Privacy Act (FERPA) and all other applicable laws and regulations.
- Provides regular guidance instruction and direction in response to inquiries and requests for information from the university community.
- Maintains current professional knowledge in the (registrar) profession including in the area of student records management and student records technology.
- Performs all other duties as required.
Additional Functions
- Has shared responsibility for the content on the Office of the Registrar web pages; contributes toward the development and editing of website informational text to communicate policies and procedures to the university community and beyond.
- Has shared responsibility to make ongoing updates and improvements to Office of the Registrar business process documentation (specifically the OTRwiki monthly task schedules and the OTR annual production calendar.
- Serves as a customer service representative for the Office of the Registrar serves as a backup to other professional staff and assists in other office functional tasks as needed.
Rice University Office of the Registrar website:
Rice University HR Benefits: Mission and Values:Mission and Values Rice University
Rice University is committed to ensuring Equal Employment Opportunity and welcoming the fullness of diversity into our candidate pools. Rice considers qualified applicants for employment without regard to race color religion age sex sexual orientation gender identity national or ethnic origin genetic information disability or protected veteran status. Rice also provides reasonable accommodations to qualified persons with disabilities. If an applicant requires a reasonable accommodation for any part of the application or hiring process please contact Rice Universitys Disability Resource Center at or for support.
If you have any additional questions please email us at. Thank you for your interest in employment with Rice University.
Required Experience:
Unclear Seniority
Employment Type
Full-Time
