Registrar

MARYVILLE COLLEGE STAFF POSITION DESCRIPTION

Position Title: Registrar

Department: Academic Affairs

Title of Immediate Supervisor: Vice President and Dean of the College

Expected Daily Work Hours: 8

Expected Weekly Work Schedule: M-Fri. 8:00 am - 5:00p

Pay Range: $645110 - $67906

About Maryville College:

Maryville College is a nationally ranked institution of higher learning and one of Americas oldest colleges. For more than 200 years weve educated students to be giving citizens and gifted leaders to study everything so that they are prepared for anything. Our graduates are equipped to address complex problems engage with diverse communities and launch meaningful careers.

Nestled in Maryville Tennessee between the Great Smoky Mountains National Park and the city of Knoxville our campus combines the beauty of a rural setting with the advantages of an urban center. With a wide range of academic programs and a strong tradition of career preparation our alumni live strong of mind and brave of heart carrying forward our Presbyterian founders charge to do good on the largest possible scale.

Mission

As an employer Maryville College offers more than a mission - it offers support. Our employees receive a comprehensive benefits package that includes medical dental and vision coverage a generous paid time off program a retirement plan with an employer match of up to 5% and the opportunity to grow in a collaborative community that values both professional excellence and personal well-being.

Maryville College prepares students for lives of citizenship and leadership as we challenge each one to search for truth grow in wisdom work for justice and dedicate a life of creativity and service to the peoples of the world.

Values:

• Scholarship: We commit ourselves to lifelong curiosity and learning to the search for knowledge and to intellectual creativity.
• Respect: We commit ourselves to honor the worth dignity and freedom of ourselves and all creation and to treat others as we wish to be treated.
• Integrity: We commit ourselves to truth honesty dependability and responsibility in all our actions and relationships.

SUMMARY

The Registrar serves as the official custodian of academic records and manages all aspects of the Registrars Office. This includes degree requirements management course registration and scheduling academic records management transcript evaluation graduation certification compliance with federal/state regulations (FERPA) and reporting to internal and external stakeholders.

The Registrar plays a highly collaborative role working across academic and administrative divisions navigating complex and sometimes competing or overlapping timelines and strategically aligning Registrar functions with institutional priorities. The position also supervises staff and ensures excellent service to students faculty staff and alumni.

Education and Experience required to ensure success in this position:

Education required to ensure success in this position:

• Masters degree preferred in Business Administration Management Information Systems or a related field or at least five years of relevant work experience preferably in college/university registrars office setting.

Experience required to ensure success in this position:

• 4 years of progressively responsible relevant experience in higher education administration or a related field preferably in a registrars or adjacent office to include two years in a supervisory capacity required.
• Strong supervisory organizational and communication skills.
• A demonstrated commitment to accuracy confidentiality and professional integrity.
• Demonstrated success managing student information systems records management data reporting and compliance with federal/state regulations (FERPA DOE).
• Experience collaborating across all college divisions and managing multiple priorities timelines and complex processes.
• Evidence of implementing process improvements and adopting new technologies to improve efficiency and service.

ESSENTIAL FUNCTIONS

Leadership and Collaboration:

• Provide leadership for the Registrars Office supervising staff and fostering a culture of service accountability and continuous improvement.
• Collaborate with faculty division chairs IT and administrative offices to align operations with institutional priorities and support student success.
• Serve as an Ex Officio member of the Academic Life Committee Council (ALC) and advise campus leadership on academic policy and compliance.

Academic Records and Compliance

• Serve as official custodian of academic records ensuring completeness and accuracy of student data; manage storage security retention and destruction of records in compliance with FERPA institutional policy federal/state regulations and accreditation standards.
• Ensure compliance with and execution of institutional policies and procedures related to academic records including academic progress audits attendance tracking grade reporting and all federal/state audit requirements.
• Act as or assist institutional liaison with internal and external Veteran Affairs Certifying Official agencies to execute VA certification procedures and provide guidance to leadership on impacts of VA laws and funding programs.
• Serve as institutional FERPA Compliance Officer providing guidance and oversight of the Student Information Breach Incident Response Plan.

Curriculum Registration and Student Progression

• Oversee registration scheduling academic calendar grading withdrawals probation suspension transfer credit honors class rank graduation certification and import of new student information from Admissions.
• Maintain and update the SIS course catalog prerequisites degree plans and audits and transfer pathways based on faculty and ALC changes.
• Provide official graduation lists records for commencement and transcript/authentication services for internal and external use.
• Collaborate with manager of academic catalog to ensure completeness and accuracy of ALC/faculty-approved updates.

Data Technology and Reporting

• Collaborate with IT and vendors to optimize the SIS (Jenzabar) ensuring accurate and efficient use of systems.
• Develop analyze and distribute reports (ad hoc and complex data queries) to support internal decision-making accreditation and external reporting requirements.
• Train staff and campus stakeholders on report use data interpretation and system functions.

Stakeholder & Student Service and Institutional Support

• Resolve student faculty and alumni concerns with professionalism and proactive solutions reducing recurring issues through communication and process improvement.
• Ensure quality service in all Registrar functions contributing to student faculty and alumni satisfaction.
• Communicate effectively with diverse stakeholders to provide guidance on policies compliance and academic record-keeping.

Fiscal Oversight

• Manage the Registrars Office budget ensuring responsible stewardship of institutional resources.
• Recommend and implement process improvements that increase efficiency reduce errors and support mission alignment.

NOTE: Other roles/duties will be assigned as necessary to assist the College in the attainment of the goals set forth and the enhancement of a positive respectful learning environment for all staff faculty and students.

Knowledge Skills and Abilities

• Proficiency with student information systems (Jenzabar preferred) including data entry data extraction analysis and reporting.
• Strong analytical problem-solving and communication skills with the ability to prepare reports policies correspondence and presentations.
• Knowledge of federal and state regulations including FERPA and DoEd certification requirements with VA certifying experience preferred
• Ability to collaborate across divisions build supportive relationships and work effectively with diverse populations.
• Skill in assessing processes incorporating input for decision-making and implementing improvements.
• Fiscal management experience with attention to detail confidentiality and stewardship of institutional resources.
• Demonstrated adaptability in managing multiple priorities timelines and complex workflows.

License certification or registration necessary:

• Valid drivers license required for occasional travel to workshops conferences or professional meetings.

• Professional development or certification in registrar/records management (e.g. AACRAO) preferred.
• VA Certifying Professional is preferred.

Work Environment and Physical Requirements:

• Work performed primarily in an office setting with regular use of computers phones and standard office equipment.

• Requires extended periods of sitting and occasional standing walking bending reaching and lifting up to 20 pounds.
• Ability to navigate campus facilities and grounds and travel to workshops or professional conferences as needed.
• Must manage multiple tasks in a busy environment with frequent interruptions.
• Flexibility to work evenings and weekends during peak periods (e.g. registration graduation).