Missouri State University

1219 Assistant Registrar, Records & Registration

POSITION IDENTIFICATION

TITLE Assistant Registrar, Records & Registration

CLASSIFICATION NUMBER 1219

GRADE 42

CLASSIFICATION Exempt

IMMEDIATE SUPERVISOR Registrar

MAJOR ADMINISTRATOR Associate Vice President for Enrollment Management

GENERAL FUNCTION

The Assistant Registrar-Records & Registration manages academic records for all current and former students and supervises grading, records’ editing functions, the production of transcripts, enrollment/degree verifications, and the processing of requests from students for course changes (e.g. audits and pass/fail) while ensuring compliance with University polices and the Family Educational Rights and Privacy Act (FERPA).  The Assistant Registrar-Records & Registration oversees registration functions based on an understanding of University policies and procedures and database systems, including registration, course, and accounts receivable.  The Assistant Registrar-Records & Registration develops and implements policies and procedures for delivery of quality registration and other student support services, produces the class schedule, and maintains numerous data tables and systems.  The Assistant Registrar-Records & Registration is responsible for providing information and reports to departments across campus, represents the Office of the Registrar on the Scholastic Standards and Revision of Records Committee, and works in cooperation with the Registrar and others to ensure academic policies and procedures are enforced and proper records are maintained.  The Assistant Registrar, Records & Registration assists in maintaining, troubleshooting, and enhancing the University’s data management and related systems. 

MINIMUM ACCEPTABLE QUALIFICATIONS

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

Experience: Two years of professional work experience is required. Experience working with complex data systems is required. Experience working in a higher education setting is preferred.  Supervisory experience 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 skills are required.  Management skills in the selection and supervision of employees are required. The ability to learn and use query tools 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. Knowledge of FERPA is preferred. 

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

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Ensures the accuracy and security of student academic records by developing procedures for maintaining academic records and recording student grades in accordance with FERPA, University policies and standard records management practices, supervising the staff responsible for implementation of those procedures, and reviewing daily proof reports of updates and changes to student records to ensure accuracy and compliance with policy.

2. Provides high quality service to campus constituencies by producing timely and accurate grade reports, transcripts, verifications of student enrollments/degrees, data reports, and other student information and interprets, explains, and enforces academic policies and procedures to students, faculty, staff, and parents.

3. Provides information to the Scholastic Standards and Revision of Records Committee by representing the Office of the Registrar as an ex–officio member of the committee, providing records and relevant information, and ensuring proper processing and notification of the committee’s decisions.

4. Ensures the accuracy of student records and grading each semester by coordinating audit reports and other quality assurance checks of student records which includes examining credit hours, fees, and other critical information,  requesting various reports, editing for errors, making necessary corrections, and reporting results to the Registrar.

5. Ensures the security and protection of a variety of records from damage and unauthorized use by establishing and enforcing security procedures for all paper, microfiche,  and electronic records. 

6. Oversees the process for collecting transcript fees, including monitoring proper documentation, providing training, enforcing procedures regarding money handling and reconciliation, and coordinating with Internal Audit, the Bursar, and other related offices.

7. Oversees the reporting of enrollment data to the National Student Clearinghouse and facilitates the resolution of related system and data discrepancies, as well as difficulties experienced by students, such as securing loan deferments and other related matters.

8. Ensures compliance with the University and the State of Missouri records retention policies by using professional resources to stay current with records management techniques relating to imaging, disaster recovery, retention schedule, and other critical issues.

9. Oversees registration services by developing and documenting policies and procedures, implementing and maintaining effective systems, and working in cooperation with the Registrar and others to ensure academic policies and procedures are enforced and proper records are maintained.

10. Oversees support services to students such as the processing of withdrawals, cancellations, instructor drops, prerequisite drops, and deleted sections with enrollment and assesses student satisfaction with registration services by examining registration trends and periodically administering surveys.

11. Maintains a thorough knowledge of academic policies and University data systems and provides training for the campus community on topics such as FERPA, class schedule building, academic policies, and web-based computer systems and programs.

12. Oversees the development of class schedules by maintaining class schedule building procedures, providing training to campus constituencies including department heads and secretaries regarding these procedures, editing the schedule for accuracy and compliance with University policies, updating the registration guide (important dates and deadlines, sequence, final exams schedule, and so forth) and publishing the schedule on the web.

 13. Develops, disseminates, and enforces the registration sequence for each registration cycle, including setting priority dates for approved categories of students, and supervising the input, maintenance, and testing of the prerequisite checking, registration sequence, refund, and cancellation tables on the University database system.

 14. Ensures students have appropriate information needed to make informed decisions regarding registration, change of schedule, Pass/Not Pass grading, audit grading, and withdrawing and that the requests are processed sensitively, accurately, and according to University policy by monitoring the processing of such changes, proposing changes to policy when needed, and communicating such changes to the University community.

15. Assures compliance with the fee payment, refund, and credit policies by testing fees each semester, setting fee payment deadlines each semester, assuring the processing of cancellation reports, and setting and publishing the refund deadline each semester.

16. Helps to ensure the course database system is accurate and responsive to the needs of the University by assisting the Registrar with implementing curricular changes, setting service learning indicators, setting fees, and making other updates to the system.

17. Coordinates end-of-term processing, including but not limited to the operation of grad submission windows, end-of-term repeat processing, and mixed credit/senior permission processing.

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, maintaining membership in professional organizations and participating in conferences, 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 Registrar by performing all other duties and responsibilities as assigned.

SUPERVISION

The Assistant Registrar, Records & Registration supervised by the Registrar, supervises full-time nonexempt, 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

REVISED SEPTEMBER 2012

JOB FAMILY 4

Factor 1: Professional Knowledge, Skill, and Technical Mastery

Level 3 - 1500 Points: Entry-level knowledge of the principles, concepts, practices, and methods of an administrative, managerial, technical, or professional specialty. Knowledge permits employee to carry out basic recurring tasks and routine portions of assignments or to carry out less demanding professional elements of assignments in professional or technical areas including accounting or auditing, financial management, business administration, human resources, law, engineering, science, or medicine, while gaining familiarity with the University's policies and goals, business practices, and/or accounting systems. This level of knowledge permits the employee to schedule and carry out the steps of a limited operation or project, or to complete stages of a multi-phase project. Alternatively, knowledge at this level might also permit the employee to carry out recurring tasks and routine assignments requiring moderate 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. Knowledge requirements may also include a limited amount of related work experience. Alternatively, equivalent knowledge requirements at this level include a non-technical or general Bachelor's degree requirement with a moderate level of additional related work experience or a non-specific Master's degree requirement with some related work 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 3 - 250 Points: The purpose of interactions is to advise or counsel others to solve recurring and structured problems, and/or to plan or coordinate work efforts with other employees who are working toward common goals in situations where relationships are generally cooperative. Interactions are moderately structured and routine and may involve employees in different functions, students, and/or the general public. These types of interactions require normal interpersonal skills.

Factor 4: Job Controls and Guidelines

Level 2 - 250 Points: The employee carries out a group of procedures using the general methods and desired results indicated by the supervisor. Typically, standard operating procedures, handbooks, and/or reference manuals exist for most procedures, but the employee must select from the most appropriate of several guidelines and make minor adjustments to methods. Unforeseen situations are normally referred to others for resolution. Assignments are related in function and objective, but processes, procedures, or software varies from one assignment to another. Based on the assignment, the employee uses diverse, but conventional, methods, techniques, or approaches. Employees in jobs at this level may perform work that is moderately complex, but normally performed within a fairly narrow and specific functional area.

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.