1218 Associate Registrar, Operations

POSITION IDENTIFICATION

TITLE Associate Registrar, Operations

CLASSIFICATION NUMBER 1218

GRADE 44

CLASSIFICATION Exempt

IMMEDIATE SUPERVISOR Registrar

MAJOR ADMINISTRATOR Associate Vice President for Enrollment Management

GENERAL FUNCTION

The Associate Registrar, Operations provides leadership to staff and ensures the development and implementation of policies and procedures for managing the Office of the Registrar.  The Associate Registrar, Operations represents the Registrar as directed and provides a high quality of customer service and senior project leadership on special projects.  The Associate Registrar, Operations provides overall coordination of non-exempt personnel with office operations, oversees the refund appeal process, coordinates the document imaging process, masters FERPA regulations in order to serve as a resource, and represents the Office of the Registrar on high-level University committees.  The Associate Registrar, Operations is responsible for final determination of undergraduate degree completion, the issuance of all University diplomas and certificates, and oversight of the preparation of the printed commencement programs.  The Associate Registrar, Operations serves as an integral participant in the overall success of commencement ceremonies.

MINIMUM ACCEPTABLE QUALIFICATIONS

Education: A bachelor’s degree is required; a master’s degree is preferred. 

Experience: Five years of related professional work experience is required.  Experience working with complex data systems is required.  Two years of supervisory experience is required.  Experience working in a higher education setting is preferred.  Experience working with the Banner student module is preferred.  Preference will be given to candidates with experience in a position with similar responsibilities.

Skills: Excellent management, leadership, interpersonal, customer service, organizational, and verbal and written communication are required.  Management skills in the selection and supervision of employees are required. The ability to learn and use query tools are required.  The ability to effectively disseminate management information regarding academic regulations and degree requirements to various University constituencies is required. The ability to manage details associated with the implementation of complex policies and procedures is required.  Effective decision-making skills are required.  The ability to interpret and enforce University, state, and federal regulations and procedures is required.   The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.

Effort: Significant computer keyboarding work is required.  Occasional reaching, bending, and stretching to retrieve files are required.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Administers and provides direction to the Office of the Registrar staff in goal setting, assists in departmental planning, identifies and solves operational and/or personnel challenges, clarifies expectations, and evaluates personnel and processes.

2. Interacts with departments and faculty to resolve challenges, implements new procedures and ensures consistency, and evaluates programs and services to enable responses to changing priorities.

3. Develops and presents training workshops for support staff members to update knowledge, upgrade skills, and ensure quality services and maintains office procedural documentation.

4. Coordinates office equipment, develops knowledge of relevant technologies, and makes recommendations to update systems in order to maintain an efficient operation.

5. Serves on ad hoc and/or high-level committees to represent the Office of the registrar and strengthen communication between various campus constituencies.

6. Enforces established policy and makes recommendations for policy changes when appropriate.

7. Oversees the Office of the Registrar communication plan, including messages to students, faculty, and staff postings in the University portal, BearTxt messages, office Facebook posts, and coordination with the student eBulletin blog.

8. Serves as a University FERPA expert including providing training opportunities for University staff and properly responding to subpoenas issued to obtain student academic information in conjunction with the University’s Legal Counsel.

9. Ensures compliance with the fee payment, refund, and credit policies by approving or rejecting student appeals for refunds and credits due to drops and withdrawals, and assuring decisions are communicated to Financial Services, the student, and any other appropriate parties.

10. Supervises and appropriately delegates the document imaging process within the Office of the Registrar, including coordination of the documents to be imaged, training and overseeing the employees involved in scanning and indexing, creating and maintaining the schedule for scanning, and managing the responsibilities associated with the imaging software.

11. Provides accurate information to the Registrar, Associate Vice President for Enrollment Management, and others by creating ad hoc reports using the University’s query development and reporting system.

12. Supports and serves students, academic advisors, staff, faculty, and administrators by interpreting and clarifying University policies regarding graduation requirements.

13. Maintains the academic integrity of the application for graduation process by managing the process that compares the student’s academic record with established degree requirements.

14. Assures historical data is preserved and accessible by maintaining the computer-based Graduated Student File and statistical data on all University degrees awarded.

15. Contributes to the success of commencement and graduation ceremonies by overseeing the preparation of the printed commencement program with a list of degree candidates (graduate and undergraduate) and their scholastics honors, coordinating program production with Printing Services, maintaining the commencement web site, assuring an adequate supply of diploma covers, mailers, and paper, overseeing the production, content, and distribution of commencement name cards, serving on the Commencement Committee, and assisting during the commencement ceremonies.

16. Oversees the final graduation process by reviewing final graduation deficiencies, notifying graduation candidates of deficiencies and steps to resolution, assuring processes run in proper timing and sequence to meet published University timelines, posting degrees to the official transcript, and developing the final graduation list.

17. Schedules and submits graduated student information to the National Student Clearinghouse and assists in resolving clearinghouse inquiries and discrepancies.

18. Resolves problems and enhances various processes, projects, procedures, etc. by employing critical thinking skills and creativity.

19. Develops a competent, productive, and effective staff by selecting and supervising, directly and through delegation, assigned staff.

20. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.

21. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses required by the Registrar.

22. Contributes to the overall success of the Office of the Register by performing all other duties and responsibilities as assigned.  

SUPERVISION

The Associate Registrar, Operations is supervised by the Registrar, supervises full-time non-exempt, part-time, and student employees, and makes recommendations which are given particular weight regarding the hiring, firing, advancement, promotion, and other changes of status of those supervised.

OFFICE OF HUMAN RESOURCES

SEPTEMBER 2012

JOB FAMILY 4

Factor 1: Professional Knowledge, Skill, and Technical Mastery

Level 4 - 2300 Points: Knowledge of the principles, concepts, practices, methods and techniques of an administrative, managerial, or professional field such as accounting or auditing, financial management, business administration, human resources, engineering, social sciences, communications, education, law, or medicine. Knowledge permits the employee to complete assignments by applying established methods to recurring types of projects/problems susceptible to well-documented precedents or to schedule, plan, and carry out precedented projects. Alternatively, knowledge at this level might also permit the employee to carry out precedented projects requiring considerable experience in specific areas within higher education. Knowledge at this level is typically acquired through a combination of formal education and/or training and experience that includes a requirement for a college degree in a specific technical or professional specialty along with significant related work experience. Alternatively, equivalent knowledge requirements at this level include a non-technical or general Bachelor's degree requirement with substantial work experience or a non-specific Master's degree requirement with substantial work experience. Knowledge requirements generally also include a significant amount of related work experience and may include administrative or supervisory experience.

Factor 2: Supervisory Responsibility

Level 3 - 270 Points: Supervision of a limited number of (a) operative, administrative support, or paraprofessional employees who do not exercise a full range of supervisory responsibilities over other full-time employees, (b) a very small number of professional employees, or an equivalent combination of (a) and (b). The incumbent performs a full range of supervisory responsibilities including performance reviews of subordinates. The incumbent is generally responsible for training, planning, and directing the work of permanent employees, and provides major input into hiring decisions. Supervisory responsibilities consume moderate amounts of work time and may include general work planning tasks.

Factor 3: Interactions with Others

Level 4 - 500 Points: Interactions with others are somewhat unstructured. The purpose may be to influence or motivate others, to obtain information, or to control situations and resolve problems. Interactions may be with individuals or groups of co-workers, students, or the general public, may be moderately unstructured, and may involve persons who hold differing goals and objectives. Individuals at this level often act as a liaison between groups with a focus on solving particular unstructured problems. Interactions at this level require considerable interpersonal skill and the ability to resolve conflict.

Factor 4: Job Controls and Guidelines

Level 3 - 500 Points: The employee operates under general supervision expressed in terms of program goals and objectives, priorities, and deadlines. Administrative supervision is given through statements of overall program or project objectives and available resources. Administrative guidelines are relatively comprehensive and the employee need only to fill in gaps in interpretation and adapt established methods to perform recurring activities. In unforeseen situations, the employee must interpret inadequate or incomplete guidelines, develop plans, and initiate new methods to complete assignments based on those interpretations. Assignments are normally related in function, but the work requires many different processes and methods applied to an established administrative or professional field. Problems are typically the result of unusual circumstances, variations in approach, or incomplete or conflicting data. The employee must interpret and refine methods to complete assignments. Characteristic jobs at this level may involve directing single-purpose programs or performing complex, but precedented, technical or professional work.

Factor 5: Managerial Responsibility

Level 3 - 850 Points: Work involves providing significant support services to others both within and outside of the department that substantially influences decision-making processes. Work activities are complex and others rely on the accuracy and reliability of the information, analysis, or advice to make decisions. Work activities have a direct, but shared, impact on further processes or services, affect the overall efficiency and image of the department, and may have material impact on costs or service quality within the cost center. Incumbents may be responsible for identifying areas of need and for developing proposals that request funding to fulfill those needs.