Missouri State University

1210 Registrar, West Plains

POSITION IDENTIFICATION

TITLE Registrar, West Plains

CLASSIFICATION NUMBER 1210

GRADE 44

CLASSIFICATION Exempt

IMMEDIATE SUPERVISOR Dean of Student Services

MAJOR ADMINISTRATOR Chancellor

GENERAL FUNCTION

The Registrar is responsible for the administration of the University’s Registration and Records Office and ensures that the activities of the office support the goals of Missouri State University - West Plains. The Registrar oversees the processing of student registration, including drops, adds, audits, pass/fail, grading, the assessment of fees and the storage and maintenance of student academic records. The Registrar reviews degree programs and has the primary responsibility for determining the eligibility for graduation of all students. The Registrar cooperates with the offices of Academic Affairs and University Communications in the production of the Missouri State University - West Plains catalog and class schedules. The Registrar works closely with faculty and administrators and ensures compliance with established University policies and guidelines regarding records, enrollment and classification of students.

MINIMUM ACCEPTABLE QUALIFICATIONS

Education: A Bachelor’s degree is required. A Master’s degree is preferred.

Experience: Three or more years of supervisory experience in a higher education staff position or five or more years of experience in a secondary school professional staff position is required. Work experience in a university registration and records office in a supervisory capacity is preferred.

Skills: Management and supervisory experience is required. Familiarity with computer-based registration and scheduling systems is required. Keyboarding and data entry skills are required. Excellent interpersonal skills are required. Strong oral and written communication skills 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 data entry work is required. Frequent bending, reaching and stretching to retrieve files are required.  Lifting of materials weighing between 15-35 pounds is required. Some weekend and evening work and occasional travel associated with extended campus registration sessions, University outreach programs and professional development opportunities.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Develops a competent, productive and effective staff by hiring, training and supervising qualified personnel.

2. Facilitates the courteous, efficient and 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 Registration and Records office.

3. Prepares and revises a Standard Operating Procedures Manual for the Registration and Records Office.

4. Ensures the accuracy of student academic records by contributing to the development of procedures for maintaining academic records in a student information system database and recording student grades in accordance with University policies and standard records management practices; coordinates with other academic and administrative units in the management of the student information system; and monitors and grants system access to computerized student information by authorized University personnel.

5. Provides prompt, efficient and friendly service to students, academic and administrative units, completion programs, vocational-technical programs, branch campuses and others in the production of reports (such as the National Student Clearinghouse Report), transcripts and verification of student enrollments specifically, and the seamless coordination of services generally.

6. Reviews degree programs and has the primary responsibility for determination of eligibility for graduation of all students; confers with students, faculty and staff regarding degree and graduation requirements and enforces University policy regarding graduation criteria; assesses student eligibility for graduation by comparing the student’s academic record with established degree requirements; supervises the ordering and distribution of diplomas, verification of the removal of encumbrances prior to graduation, compilation of the final list of graduates and proofreading of the program; and assists in Commencement exercises.

7. Verifies student athletes’ eligibility to participate in National Junior College Athletics Association events.

8. Ensures compliance with established University policies and guidelines and generally accepted professional standards as set forth by the American Association of Collegiate Registrars and Admissions Officers (AACRAO) regarding records, enrollment and classification of students; protects the confidentiality of student academic records by enforcing the provisions of the Family Educational Rights and Privacy Act (FERPA) in the release/non-release of student information; and in association with University legal counsel, responds to subpoenas issued to obtain student academic information.

9. Cooperates with the offices of Academic Affairs and University Communications to ensure that an accurate University catalog and course schedules are published.

10. Ensures the physical and cyber security and integrity of academic records according to standards established by the Family Educational Rights and Privacy Act (FERPA), the Association of Collegiate Registrars and Admissions Officers (AACRAO), and generally accepted practices of collegiate registrars. 

11. Works closely with the Coordinator of Financial Aid to ensure compliance in Title IV refunds.

12. Represents the Office of Registration and Records by serving on both permanent and ad hoc University committees.

13. Manages funds by developing and controlling the Registration and Records budget.

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

15. Remains competent and current through professional memberships, organizations and attendance of professional meetings and conferences.

16. Ensures that miscellaneous assignments related to Registration and Records are completed in the best interests of the campus by accepting and accomplishing tasks which are delegated by the Dean of Student Services.

SUPERVISION

The Registrar reports to the Dean of Student Services and supervises full time staff assistants, part-time clerical and student workers in the Office of Registration and Records.

OFFICE OF HUMAN RESOURCES

REVISED MARCH 2013

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 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 4 - 1500 Points: Work involves the primary accountability for a smaller 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. Work activities have a direct and substantial impact on the department. While work activities do have some effect on the efficiency and reputation of the cost center, departments, programs, or processes at this level represent a relatively minor function within the cost center. Employees in jobs at this level may have responsibility for developing budgets, distributing budgeted funds, and exercising the primary control over a relatively small budget.