1220 Associate Registrar, Degree Programs & Advisement Support

POSITION IDENTIFICATION

TITLE Associate Registrar, Degree Programs & Advisement Support

CLASSIFICATION NUMBER 1220

GRADE 44

CLASSIFICATION Exempt

IMMEDIATE SUPERVISOR Registrar

MAJOR ADMINISTRATOR Assistant Vice President for Enrollment Management

GENERAL FUNCTION

The Associate Registrar, Degree Programs & Advisement Support provides leadership to staff and ensures the development and implementation of policies and procedures for managing the Office of the Registrar.  The Associate Registrar represents the Registrar as directed and provides a high quality of customer assistance and senior project leadership on special projects.  The primary job duty of the Associate Registrar, Degree Programs & Advisement Support is management of functions related to degree programs and advisement programs, and oversight of the University’s computerized degree audit system which includes maintaining degree requirements, posting degree requirement exceptions, and training academic advisors and University staff in the effective use of the system in the advisement process.   The Associate Registrar, Degree Programs & Advisement Support is responsible for administration of the interactive degree audit system, including support for seamless transfer articulation.  The Associate Registrar, Degree Programs & Advisement Support oversees NCAA academic eligibility compliance, financial aid verification, and the semester by semester degree planning system.

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 with the degree audit system and/or University academic policies and degree programs requirements.

Skills: Exceptional organizational, management, leadership, computer, communication, and interpersonal skills are required.  Familiarity with computer-based degree audit systems and 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.  Management skills in the selection and supervision of employees are 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. Maintains a thorough knowledge of academic requirements and regulations, provides recommendations or assistance with the curricular process as needed, and trains academic advisors through Master Advisor Workshops to promote an understanding of the degree requirements and graduation processes.

2. Maintains the University’s computerized degree audit system by translating academic requirements into computer-based degree audit system terminology, updating requirements to reflect curricular changes, maintaining support tables (including major, minor, and degree codes), and training personnel on all procedures associated with the system and in proper interpretation of the degree audit.

3. Maintains the University’s computerized system of degree exceptions by overseeing the appropriateness of exceptions granted by academic departments, overseeing the posting of exceptions by staff, and training staff on all procedures associated with the process.

4. Maintains a working knowledge of all student and course database systems, the transfer credit evaluation system, and the web-based degree audit resource center.

5. Supports the Degrees Committee in its decisions by representing the Office of the Registrar as an ex-officio member, providing accurate and relevant information, and interpreting/clarifying University policies regarding general education and general baccalaureate degree requirements. 

6. Supports the Academic Advisement Committee by representing the Office of the Registrar and providing accurate and relevant information on advising resources supported by the Office of the Registrar.

7. 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.

8. Ensures the University’s compliance with National Collegiate Athletic Association (NCAA) academic requirements by supervising the Office of the Registrar’s role in oversight of athletic eligibility requirements and the completion of Missouri Valley Conference (MVC) eligibility report forms.

9. Adheres to NCAA and MVC rules as communicated by the Associate Director of Athletics, Compliance related to dealings with student-athletes and/or Athletics Department personnel and reports any concerns or possible violations of those guidelines to the immediate supervisor.

10. Works with students returning to the University for degree completion after an extended absence by identifying academic deficiencies through a review of the student’s academic record and guiding the student on necessary steps for degree completion, including supervising any University-initiated programs designed to recruit targeted students back to the University with the goal of degree completion.

11. Supervises and appropriately delegates the undergraduate catalog production process within the Office of the Registrar by collecting and organizing relevant curricular and non-curricular change and update materials, ensuring the catalog is updated in accordance with University policies and procedures, and ensuring that online publication of the undergraduate catalog is completed within defined University timeframes.

12. Oversees the curricular review process within the Office of the Registrar, by reviewing college council and Faculty Senate minutes, checking to ensure changes and resolutions are in accordance with University policies, and coordinating the publishing of curricular changes in the catalog and other communication tools.

13. Serves as the campus coordinator for CollegeSource (or similar resources) services, including working collaboratively with other involved campus offices, assisting in the creation of usage documentation, on-going implementation planning, and coordinating campus training opportunities.

14. Serves as the Office of the Registrar coordinator for maintenance of in-house diploma and certificate templates.

15. Assists the Associate Registrar-Operations with end-of-semester graduation processing as available based on athletic compliance responsibilities.

16. Supervises and appropriately delegates the documentation of Office of Registrar technology and responsibilities into timelines, manuals, and instructions.

17. Coordinates Office of the Registrar involvement in the evaluation and development of add-on electronic applications to support Banner functionality.

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, Degree Programs & Advisement Support 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.