Registrar

Job Posting Location:

Claremont CA

Job Posting Title:

Job Description:

JOB PURPOSE: The Registrar of Pomona College is the authorized keeper of the Colleges student records and certifies students for graduation. The Registrar reports to the Dean of the College and develops widespread collaborative relationships on campus including working closely with academic affairs student affairs and information technology administrators to accomplish the mission of the College and to maintain a high level of ethical and professional standards. The Registrar fosters productive working relationships with faculty staff and students and serves as a key partner in supporting the academic enterprise. The Registrar is responsible for the overall leadership of all operational financial personnel policy and computing activities for the Registrars Office including the direction and executive oversight of 7 employees. This position serves as the data protection officer under the General Data Protection Regulation (GDPR).

ESSENTIAL FUNCTIONS: Reporting directly to the Department Chair the Registrar performs the following essential duties and responsibilities:

• Provide clear direction and oversight of all department activities in order to develop and achieve annual goals including budgeting planning and staff development. Responsible for monitoring and evaluating direct reports and overall department staff performance and daily assignments. Maintain an efficient collegial and proactive work environment within the Registrars office and collaborating departments. Cultivate a positive team culture that values professional growth collaboration and service excellence.

• Oversee the development and management of systems and activities in the Registrars Office related to academic records; academic scheduling; student registration; academic advising; academic committees; course and major requirement approvals; the Pomona College Catalog; Commencement; the 5-College student information system; various additional computer systems such as document imaging and data warehouse; research support to academic committees which rely on statistical reports; distributed (portal-based and other web-based) information; and daily support to academic departments faculty and staff.

• Direct activities to ensure the security maintenance and integrity of academic and student information including grades producing academic transcripts certifying student enrollment status and completion of degrees and other related functions.

• Serve in an advisory capacity to faculty and administration in academic policy discussions providing relevant data procedural expertise and implementation considerations while respecting that curricular and policy decisions rest with faculty governance. As a voting member of the faculty per College Bylaws the Registrar participates in faculty meetings and serves on various committees: Academic Procedures Academic Standards Curriculum International and Domestic Programs and CUC-Undergraduate Registrars committees.

• Serve as the data protection officer under the General Data Protection Regulation (GDPR).

• Ensure that the Registrars Office functions as an academic services station to all of the Colleges constituents in a consistent accessible and friendly manner providing student-centered service that recognizes the diverse needs of individual students.

• Provide secure and confidential academic records storage and evaluation.

• Administer the registration grade collection and distribution and certification processes as efficiently and humanely as possible.

• Provide quick accurate and personalized action on requests for transcripts advising research and other appropriate requests for information.

• Inform the entire campus community of academic and other related policies and provide fair and consistent interpretation of these policies and their appeals procedures. Communicate proactively and receptively with faculty staff and students welcoming questions and feedback.

• Act as an academic policies-and-practices guardian ensuring accurate and fair implementation of faculty-approved policies while coordinating with appropriate parties when individual circumstances warrant consideration of exceptions.

• Improve the personal and professional interpersonal skills and technical competencies of the office staff.

• Model to campus and professional colleagues the principles inherent in the Statement of Professional Practices and Ethical Standards of the American Association of Collegiate Registrars and Admissions Officers.

• Coordinate special projects/tasks/duties and provide assistance as assigned.

• Collaborate effectively with consortium partners including the other Claremont Colleges to coordinate registration scheduling and other cross-institutional processes that serve students across the 5Cs.

• Build and maintain collaborative relationships with offices across the College whose work intersects with academic records and student services including but not limited to Student Affairs International Student & Scholar Services Athletics and Institutional Research.

• Serve as the Colleges designated resource for student veterans and military-connected students overseeing the administration of all U.S. Department of Veterans Affairs education benefits processing and certification providing information about benefits and supplemental financial aid support and ensuring a smooth and supportive experience for this student population.

QUALIFICATIONS:

• Education: Masters degree highly desired.

• Experience: A minimum of 5 years of experience with academic records is required including at least 3 years as a Registrar or Associate Registrar in higher education. Experience in a liberal arts college or consortium environment is preferred.

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.
• Know and understand student academic record-keeping data management and industry best practices etc.
• Is familiar with federal statute (FERPA) as well as transcript conventions.
• Demonstrate effective accurate and clear communication with excellent verbal written interpersonal listening and leadership skills to supervise facilitate motivate and inspire a highly diverse group of employees. Engage collaboratively and constructively with faculty staff and students including in situations involving differing perspectives or challenging questions.
• Operate computers with proficiency in Microsoft Office software (such as Word Excel Outlook Access and PowerPoint) and relevant professional software (such as student information systems curriculum management platforms document imaging and reporting/analytics tools). Demonstrate understanding of the use of technology including emerging technologies in assessing and improving division/department systems and processes to achieve annual goals and maintain confidentiality.
• 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.
• Prioritize and perform multiple projects/tasks meet deadlines/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 time management analytical communication and technology skills to complete work with accuracy and a keen attention to detail.
• Demonstrate capacity to leverage data and analytics to inform decision-making support institutional research needs and provide meaningful reports to campus stakeholders.
• Apply an equity-minded approach to policies and services recognizing that students have varied circumstances and needs. Balance consistent policy application with appropriate flexibility working within established exception processes and consulting with faculty or administration when circumstances require.

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. Travel may be required. Regular hours may vary due to the needs of the College or division.

ADDITIONAL POSITION DETAILS: Regular full-time exempt position. Annual Salary for this position is between $133000 - $165000 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.

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.