Missouri State University

1206 Registrar

POSITION IDENTIFICATION

TITLE Registrar

CLASSIFICATION NUMBER 1206

GRADE 47

CLASSIFICATION Exempt           

IMMEDIATE SUPERVISOR Associate Vice President for Enrollment Management

MAJOR ADMINISTRATOR Vice President for Student Affairs

GENERAL FUNCTION

The Registrar is responsible for 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 related enrollment functions.  The Registrar compiles, edits, and publishes the Missouri State University Undergraduate Catalog and supervises development of the semester class schedules.  The Registrar assists in the development of and exercises control over the budget for the Office of the Registrar.  The Registrar works closely with faculty and administrators in developing and implementing changes to policies, procedures, and systems, monitors the approval process for curricular proposals and other changes that affect the University’s catalog, class schedules, and databases, and implements those changes. The Registrar supports the enrollment management effort by providing essential data and management information including enrollment trends and course demand data.

MINIMUM ACCEPTABLE QUALIFICATIONS

Education: A Master's degree is required.

Experience:   Three years of experience in a university/college registrar office or closely related unit is required.  Experience in the management and utilization of computerized records and registration systems is required.  Experience with Banner is preferred. Management and supervisory experience is required.

Skills: Strong oral 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.   

Effort: Significant data entry and other computer work are required.  The scope of the job requires some evening and weekend work.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Develops a competent, productive, and effective staff by hiring and supervising, directly and through delegation, administrative, professional, student, and clerical support personnel.

2. Facilitates 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.

3. Provides leadership in the implementation and ongoing utilization of student system applications (e.g., Banner, Luminus, and custom-built) by acquiring mastery knowledge of registrar-related modules and by effectively communicating recommendations for enhancement through cooperation with the Enrollment Services Systems Coordinator and Computer Services staff.

4. Enforces 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.

5. Assures the inclusion of all approved administrative changes, revisions, and updates into the Missouri State University Undergraduate Catalog, class schedules, and University databases as necessary.

6. Oversees the production of the Missouri State University Undergraduate Catalog by compiling data, composing text, proofreading drafts, preparing bids for production and delivery, and distributing publications to students, faculty and staff of the University and supervises the development of semester class schedules.

7. Protects 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. Supports the enrollment management effort by tracking course enrollment patterns, monitoring course availability and demand, and providing relevant data to academic administrators.

9. Represents the Office of the Registrar, Enrollment Services, and Student Affairs by serving on both permanent and ad hoc University committees.

10. Manages funds by developing the annual departmental budget and controlling expenditures.

11. Enforces University and departmental policies by effectively promulgating those policies to students, faculty, and staff, interpreting and applying those policies, and exercising discretionary authority to make exceptions as deemed appropriate.

12. 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. 

13. 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.

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.

15. Participates in and serves as part 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 performing all other duties as assigned.

SUPERVISION

The Registrar is supervised by the Associate Vice President for Enrollment Management, directly supervises the assistant registrars and the Registration Supervisor and indirectly supervises clerical and support staff including student and part-time 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 DECEMBER 2009

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 5 - 2350 Points: Work involves primary accountability for a larger department, program, or process. Work activities involve managerial decisions that directly affect the efficiency, costs, reputation, and service quality of the department, program, or process. Work affects a limited range of professional projects or administrative activities of the University, influences internal or external operations, or impacts students, faculty, and/or staff. Work activities have a direct and significant impact on the department. Work activities also have a significant effect on the efficiency and reputation of the cost center and represent a relatively major function within the cost center. At this level would be jobs in which the incumbent may have responsibility for developing budgets, distributing budgeted funds, and exercising primary control over a moderately-sized budget.