TITLE Assistant Vice President, Enrollment Management and Services/Registrar
CLASSIFICATION NUMBER 1206
IMMEDIATE SUPERVISOR Associate Vice President for Enrollment Management and Services
MAJOR ADMINISTRATOR Vice President for Student Affairs
The Assistant Vice President, Enrollment Management and Services/Registrar provides senior-level analysis, support, and recommendations related to the enrollment management effort and serves as Registrar, overseeing the operations of the Office of the Registrar, including management of registration, assessment of fees, grading, degree audit, verification of graduation and production of diplomas, permanent storage and maintenance of student academic records, certification of eligibility of students applying for veteran’s education benefits, and development of the Missouri State University Undergraduate Catalog and semester class schedules. The Assistant Vice President, Enrollment Management and Services/Registrar works closely with faculty and administrators in developing and implementing changes to policies, procedures, and systems affecting enrollment management efforts and registrar functions.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A Master's degree is required.
Experience: At least five years of experience in a university/college enrollment management or registrar office or closely related unit is required. Experience in the collection, management, analysis, and utilization of student data is required. Management and supervisory experience is required. Experience with Banner is preferred.
Skills: Strong verbal and written communication skills are required. The ability to work effectively with complex administrative software systems, analyze and interpret data, and prepare useable information and reports for various University constituencies is required. The ability to understand and effectively apply emerging technologies in the delivery of student services is required. The ability to work with students, faculty, and staff and to project a service orientation is required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.
Effort: The scope of the job requires some evening and weekend work.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Provides senior level analysis, support, and recommendations related to the enrollment management efforts and the achievement of enrollment-related University objectives.
2. Utilizes systems, best practices, and data from various sources (e.g. the Office of the Registrar, Admissions, Financial Aid, Residence Life, and other Student Affairs units and state and national postsecondary enrollment data) to track student enrollment patterns, monitor course availability and demand, and identify trends, problems, and opportunities in support of enrollment, retention, and graduation rate initiatives and objectives.
3. Collaborates with Institutional Research, Assessment, Computer Services, and other units in the collection, analysis, and dissemination of enrollment-related information to University departments.
4. Oversees the effective delivery of student academic support services such as registration, fee assessment, processing of grades, maintenance of student and course records, verification of student enrollment, certification of graduation, and production of transcripts and diplomas by planning, organizing, directing, and controlling the activities of the Office of the Registrar, both directly and through delegation.
5. Provides leadership in the utilization of student system applications (e.g., Banner, Luminus, and custom-built) by utilizing knowledge of information needs, becoming knowledgeable about new releases, changes, and upgrades, and effectively communicating recommendations for enhancement to the Enrollment Services Systems Coordinator and Computer Services staff.
6. Works within the faculty governance system for curricular changes, additions, and deletions by working with faculty senate members, councils, department heads, deans, and the Office of the Provost, monitoring the progress of all curricular proposals through the approval process, implementing those changes by inclusion in the Missouri State University Catalog, Missouri State University Class Schedule, and the course and degree program databases, and modifying or implementing policies, procedures, and processes as necessary.
7. Oversees protection of the confidentiality of student academic records by enforcing the provisions of the Family Educational Rights and Privacy Act as amended, providing appropriate training opportunities for University faculty and staff, and properly responding to subpoenas issued to obtain student academic information in conjunction with the University’s Legal Counsel.
8. Represents the Office of the Registrar, Enrollment Management, and Student Affairs by serving on both permanent and ad hoc University committees.
9. Manages funds by developing the annual departmental budget and controlling expenditures.
10. Oversees the application of University and departmental policies by overseeing the communication of those policies to students, faculty, and staff, interpreting and applying those policies, and exercising discretionary authority to make exceptions as deemed appropriate.
11. Assures compliance with the rules, regulations, and laws which govern veterans’ programs and services by supervising an assistant registrar who holds the designation of veterans certifying official.
12. Ensures compliance with National Collegiate Athletic Association (NCAA) eligibility requirements through oversight of the athletic eligibility certification process and effective cooperation with the Office of Athletics.
13. Facilitates a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
14. Remains competent and current through self-directed professional reading, developing professional contact with colleagues, attending professional development courses, and attending training and/or courses as required by the Associate Vice President for Enrollment Management and Services.
15. Serves a key member of the Enrollment Management and Services leadership team and contributes to the overall success of the Enrollment Management and Services unit of the Division of Student Affairs by leading initiatives as directed by the Associate Vice President for Enrollment Management and Services and performing all other duties as assigned.
The Assistant Vice President, Enrollment Management and Services/Registrar is supervised by the Associate Vice President for Enrollment Management and Services, directly supervises the associate and assistant registrars, and acts on behalf of the Associate Vice President for Enrollment Management and Services in his or her absence.
OFFICE OF HUMAN RESOURCES
REVISED OCTOBER 2015
JOB FAMILY 4
Factor 1: Professional Knowledge, Skill, and Technical Mastery
Level 5 - 3300 Points: Knowledge of the principles and methods of an administrative, managerial, or professional field such as accounting or auditing, financial management, information technology, business administration, human resources, engineering, law, social sciences, communications, education, or medicine. Knowledge permits employee to supervise projects and/or departments using standard methods to improve administrative and/or line operations. Knowledge also permits employee to plan steps and carry out multi-phase projects requiring problem definition and modified techniques, to coordinate work with others, and to modify methods and procedures to solve a wide variety of problems. Knowledge at this level requires a Bachelor's or Master's degree with substantial related work experience, including up to two years of administrative or supervisory experience. Alternatively, this level may require a professional or clinical degree beyond the Bachelor's degree with moderate related work experience; knowledge requirements include significant levels of related work experience.
Factor 2: Supervisory Responsibility
Level 5 - 730 Points: Supervision of (a) several work teams or work team leaders, (b) a rather large group of operative, administrative support, or paraprofessional employees, (c) a work group involving direction of skilled technical employees, (d) professionals in technical and skilled areas, and/or (e) subordinate supervisory personnel. The incumbent performs a full range of supervisory responsibilities including the authority to hire, train, transfer, promote, reward, or discipline others. Supervision will likely be general rather than close supervision of others. At this level, supervisory responsibilities consume significant amounts of work time and include substantial responsibility for work planning activities, staffing, and performance management as well as budgeting and planning functions.
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 6 - 3400 Points: Work involves primary accountability for key end result areas including the major projects, processes, or services of a cost center. Work activities affect a wide range of professional projects or administrative activities of the University, influence internal or external operations, and affect other administrators and a great many students, faculty, and/or staff. At this level, the incumbent may have primary authority for developing large budgets and distributing funds over a number of related functions.