Associate Registrar, Degree Progress & Audit

Job description

Associate Registrar, Degree Progress & Audit

Stanford University

Job Number:

Business Title: Associate Registrar, Degree Progress & Audit
Job Title: Registrar 2
Division/School: Vice Provost for Student Affairs
Job Code: 7603
Salary Level: J
Schedule: Full Time (100%FTE)
Exemption: Exempt
Appointment Duration: Continuing

Note: Not all unique aspects of the job are covered by this job description

The Office of the University Registrar is one of five departments reporting to the Associate Vice Provost for Student and Academic Services. Student and Academic Services (SAS) is a cluster of Student Affairs departments specializing in student and academic administrative support services. Our departments include the Student Services Center, the Office of the University Registrar, Student Financial Services, Student Information Systems, and Graduate Admissions.

The Office of the University Registrar is seeking an Associate Registrar, Degree Progress & Audit to provide vision, strategy and direction for daily operations in the areas of degree progress, academic policy review, transfer articulation, registration statuses, degree audit, tuition assessment, training, degree conferral and commencement. This position reports to the Deputy University Registrar.

Provide vision, strategy and direction for daily operations of the Office of the University Registrar in the areas of degree progress, academic policy review, transfer articulation, registration statuses, degree audit, tuition assessment, training, degree conferral and commencement.


  • Define overall objectives and priorities for the unit by providing strategy, vision and direction regarding key functions; recruit, hire, train, supervise, counsel and evaluate staff.
    • Responsible for the overall leadership, assessment and professional development for the Degree Progress unit. This position will actively engage in future state design and implementation of the new degree audit system.
    • Sets the strategic vision for the main principles of student degree progress in partnership with related faculty members, the seven Schools, committees of the faculty Academic Senate, Offices of the Vice Provosts for Undergraduate Education and for Graduate Education.
  • Resolve complex, high profile and sensitive, issues pertaining to faculty and students. Review and approve exceptions to university polices or procedures. Define process for ongoing exceptions to routine procedures.
  • Represent the Office of the University Registrar and coordinate the relationship with the Student Services Center, including monitoring communications and outreach programs for departmental staff, schools and students.
    • Represents the degree progress unit at meetings with deans, academic departments, faculty, administrative offices and student groups.
    • Represents the Office of the University Registrar on degree progress and academic policy related committees and work groups.
  • Serve as a key policy administrator; design policies and establish procedures both at the university level and at the school/department levels to ensure compliance.
    • Meets with faculty members, department officials, deans, and other campus constituents to assist in the development of consistent policies and best practices.
    • Responsible for ensuring adherence to academic policy and university guidelines in the timely and accurate response to University policies and exception requests.
  • Develop appropriate recommendations for the implementation and maintenance of technology applications, and identify, negotiate and manage relationships with outside vendors.
    • Partners to lead critical process improvement projects including electronic form (eForm) development, image/document repository conversion and ongoing PeopleSoft enhancements
  • Lead development of business practices, technology and other changes that may improve workflow and functionality, analyze current and future system needs.
    • Leads the management and development of a University wide degree audit system, including system and process design, functionality, training, documentation and campus release.
  • Participate and lead university wide campaigns and initiatives; serve as a liaison and representative to university community on behalf of the Registrar's office.
    • Acts as a liaison for professional school Registrar's Offices on policies and processes related to degree progress, transfer articulation, tuition assessment and special registration statuses.
  • Manage analysis of critical documentation to ensure validity of academic records, degrees and other student information.
    • Manages the quarterly degree conferral process; verifies completion of degree requirements, manages submission of departmental/School recommending lists, partners with the faculty senate steering committee(s), manages the communication to students and staff on degree clearance procedures and confers all degrees; team lead in overseeing Commencement degree clearance activities
    • Supervises the University's transfer articulation processes to ensure accurate assessment of transfers courses from other institutions; partners with Schools and departments to develop and release transfer articulation database workflows
  • Lead and manage system and regulatory audits, evaluate the results of audits and determine corrective actions to ensure data integrity.
    • Evaluates effectiveness of existing procedures and policies and develops improvements in the degree progress operation and functions; conduct regular audits of student degree data within the student information and degree audit systems.
  • Serve as primary resource for business processes and policy decisions as they relate to specific portions of system modules. Evaluate, recommend, and approve changes to system processes, serve as primary point of contact with vendors.
  • Manage the creation and maintenance of procedural, policy, on-line knowledge base and manual aides, resolve and approve changes.
  • Develop and implement outreach efforts to departments, faculty, and students. Identify, manage relationships, and negotiate with external and internal partners.
    • Supervises staff responsible for conducting regular workshops with departmental administrators to update and train on new policies, procedures or technical applications pertinent to degree progress and degree audit.
  • Manage a team of staff including assistant registrars.
    • Directly supervises two Assistant Registrars and indirectly oversees six staff total; may manage the work of temporary or part-time employees.
  • Advise the Registrar and Deputy Registrar of the progress and status of projects and circumstances that require special attention or direct intervention.
  • Provides exemplary customer service to all campus constituents.
* - Other duties may also be assigned


Education & Experience:
Bachelor's degree and seven years of relevant experience or combination of education and relevant experience.

Knowledge, Skills and Abilities:
  • Demonstrated skills in managing and developing staff.
  • Advanced understanding of higher education administration and operations of the Registrar's Office.
  • Advanced skills in analysis and development of complex business processes and ability to translate to solutions.
  • Ability to interpret and explain complex academic policies and procedures.
  • Expert communication skills, both oral and written.
  • Expert problem solving and customer skills.
  • Advanced experience with office applications.
  • Ability to work with computer applications and systems, business processes.

Certifications and Licenses:

  • Prior experience with PeopleSoft, test/transfer articulation applications, imaging databases, and degree audit systems strongly preferred.
  • Product management, project management, and/or agile experience a plus.

  • Frequently perform desk-based computer tasks, seated work and use light/ fine grasping.
  • Occasionally lift, carry, push pull objects that weigh up to 10 pounds.
  • Rarely stand, walk, use a telephone and write by hand.
* - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

  • May work extended or non-standard hours based on project or business needs.

  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
  • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
  • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide,

Experience a culture of excellence.

Stanford University, located in the heart of California's Silicon Valley, is one of the world's leading teaching and research universities. Since its opening in 1891, Stanford has been dedicated to finding solutions to big challenges and to preparing students for leadership in a complex world.

Supporting that mission is a staff of more than 10,000, which is rooted in a culture of excellence and values innovation, collaboration, and life-long learning. To foster the talents and aspirations of our staff, Stanford offers career development programs, competitive pay that reflects market trends and benefits that increase financial stability and promote healthy, fulfilling lives. An award-winning employer, Stanford offers an exceptional setting for professionals looking to advance their careers.

Finalist candidate must successfully pass a pre-employment background check.


Location: Vice Provost for Student Affairs, California, United States
Classification Level:

To be considered for this position please visit our web site and apply on line at the following link:

Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

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Job No:
Posted: 11/29/2018
Application Due: 12/13/2018
Work Type: