Associate Registrar, Academic Records

Job Posting Location:

Claremont CA

Job Posting Title:

Job Description:

JOB PURPOSE:

The Associate Registrar for Academic Records serves as a key leader within the Office of the Registrar working closely with the Registrar relating to the full scope of academic records and representing the Registrar in their absence both internally and externally. This position is responsible for ensuring the integrity security accuracy and access to academic records; staff training; application of technologies that support office functionality including testing and updating the student information system; independent judgement and resolution of problems encountered by students faculty and staff; representation for the office in committees; resolution of enrollment and grading issues making exceptions or interpretations as necessary; and being a resource to faculty staff and departments on office and College policy. Serves as an acting official in the absence of the Registrar to ensure the smooth and efficient operation of the Office of the Registrar. This Associate Registrar position has a significant amount of professional autonomy and works collaboratively with others on campus to greatly impact student and faculty success at Pomona College. This role actively participates in the Colleges efforts to create a workplace in which everyone is treated with dignity and respect and is valued for their contribution.

ESSENTIAL FUNCTIONS:

The duties and responsibilities of the Associate Registrar include but are not limited to the following functions which are not listed in order of importance or significance:

• Manages plans and administers a range of administrative operations in a non-academic unit of full-time priorities and deadlines for completion of tasks by Registrar assigns and adjusts work and break schedules workloads and coverage for phone and front office to ensure an acceptable level of customer service is provided.
• Coordinates aspects of student registration graduation and collaboration with other Office of the Registrar staff assists with overseeing activity including but not limited to course registration graduation processing and Pomona College strategic initiatives.
• Provides guidance and direction to staff on complex procedural issues. Interprets implements and ensures adherence to established policies of the campus California state and federal regulations Title V Education Code and the best practices of the American Association of Collegiate Registrars and Admissions Officers (AACRAO).
• Along with other leadership in the Office of the Registrar responsible for the recruitment hiring training cross-training and coaching of staff. Monitors and evaluates staff performance and provides coaching direction and assistance. Leads the efforts of subordinate staff to provide general information to students regarding the policies and procedures of the Office of the Registrar.
• Assist with internal and external requests for regular and ad hoc reporting including development of custom reports as needed. Work with the Office of Institutional Research the Dean of the College and the Office of Financial Aid for data including but not limited to IPEDS Common Data Set graduation rates tenure and promotion reporting cross-registration reporting and annual Financial Aid audit student records.
• Provides the first-level supervisory support for escalated student inquiries and problems. Researches and resolves problems escalated by staff such as non-routine operational and student enrollment-related problems. Prepares non-routine professional responses to students verbally and in writing. Consults with the Registrar and members of the Dean of the College office as needed on the most escalated unresolved and complex student issues.
• Advises administrators staff instructors and students regarding Registrar services and procedures. Makes recommendations and assists in technology systems implementation and update testing that may affect the student or faculty experience.
• Develops and updates training materials including customer service standards and scripts. Assists with providing training to various campus constituencies. Updates materials as systems or policies change.
• Assist the Registrar on issues of policy planning and goal setting; recommends procedural adjustments based on continual environmental special projects tasks and duties. Participates as a team member in various committees meetings and projects representing the Office of the Registrar. Along with other departmental staff periodically reviews the Registrar area websites and print materials. Makes recommendations develops and implements new or revised student standards policies and procedures to resolve recurring enrollment-related problems. Prepares recommendations for continuous improvement for student services when applicable.
• Maintains compliance with FERPA federal and state regulations and university policies. Explains and interprets academic policies and procedures to campus and consortium constituents.
• Stays abreast of changing best practices through professional development activities.

QUALIFICATIONS:

• Education: Bachelors degree from an accredited college or university is required. Masters degree is preferred.

• Experience: a minimum of five years of progressively responsible academic records experience in a Registrars Office or related office within higher education is required.

REQUIRED KNOWLEDGE AND CRITICAL SKILLS:

The candidate must possess the knowledge skills and abilities to be able to successfully perform the essential functions of the job or must be able to demonstrate how the essential functions will be performed (with or without reasonable accommodation) using other knowledge skills and abilities not listed below.

• Deploy professional skills in academic record management in collaboration with colleagues to best promote the Colleges strategic interests.
• Demonstrate effective accurate and clear communication with excellent verbal written interpersonal reading and leadership skills to supervise facilitate motivate and inspire a highly diverse group of employees. Must also assist and communicate well with parents students alumni community partners and other possible stakeholders.
• Ability to research technical specifications and best practices findings.
• Operate computers proficiently with basic Microsoft Office software (such as Word Excel Outlook) and associated professional software (such as Cognos 10 Jenzabar Anthology Student Coursedog menu-driven databases standard internet usage). Use assigned technology devices and equipment to achieve annual goals and maintain confidentiality. Experience with Jenzabar CX and Anthology Student is highly desirable.
• Handle all activities and highly confidential information with patience discretion good judgment courtesy and tact while working with people from a wide variety of backgrounds. Understand and comply with FERPA regulations.
• Prioritize and perform multiple projects and tasks and meet deadlines and timelines respond to others in a timely manner and work both independently and as a collaborative member of the College with a high standard of integrity and ethics in support of the Colleges strategic vision and the divisions/departments annual goals. Use exceptional organizational and time management skills to complete work with accuracy and with attention to detail.
• Analytical skills related to reporting and metrics. Be able to identify important metric needs and effectively communicate those requirements to the appropriate group for data validation. Experience with relevant report writing software or tools. Ability to develop and maintain an overall working knowledge of Pomona College Office of the Registrar operations and procedures including how they interface with student information systems and other software tools.
• Ability to conduct activities in a professional and ethical manner to foster a climate of trust fairness and transparency with students faculty and others both inside and outside of the Pomona College community and The Claremont Colleges. An appreciation of inclusion and the mission of Pomona College and The Claremont Colleges consortium is preferred.
• Serve as a Mandatory Reporter a Responsible Employee and a Campus Security Authority per existing state and federal regulations.
  

REQUIRED HOURS:

The regular hours for this full-time position are 8:00 a.m. to 5:00 p.m. Monday Friday. Holiday weekend and evening work hours may be required. Regular hours may vary due to the needs of the College or division. Regular in-person attendance is considered an essential job function. Some flexibility for hybrid work may be available during the summer months though it will be dependent upon office needs and is at the discretion of Pomona College.

ADDITIONAL POSITION DETAILS:

The rate for this role is between $80000 - $88500 with a competitive benefits package. The specific factors that the College will consider when offering a salary to an individual will include but not be limited to: education training relevant prior experience and performance in prior roles. All staff positions are ineligible for visa or permanent resident card sponsorship. As a California employer Pomona College requires all employees to be residents of California.

POMONA COLLEGE REWARDS:

Pomona College offers a wide variety of benefits and perks including health dental and vision plan options; paid time off; flexible spending accounts; retirement benefits; tuition assistance; fitness and wellness programs; ride share incentives; and so much more!

ADA/OSHA: This job description defines the essential job duties of this position. The College expects that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions generally defined within Title I of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA).

DISCLAIMER: This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties responsibilities and qualifications required of employees assigned to this position. When duties and responsibilities change and develop the College will review this job description and make changes of business necessity.