Job Title: Associate Registrar
Location: Registrar
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 604097
Special Information

 

The Associate Registrar is a senior member of the Office of the Registrar and reports directly to the University Registrar or the Senior Associate Registrar. The position serves on the Registrar's Tactical/Strategic Team and represents the office by actively serving on a variety of university committees. The person supervises day-to-day, front-line client service operations in the office to ensure smooth and efficient operations and provides a welcoming and inclusive environment to students, faculty, and staff seeking support concerning student records and other student-related information in accordance with federal, state, local, and university regulations and procedures.

Job Description

 

 

• Under the general supervision of the University Registrar or the Senior Associate Registrar, the Associate Registrar (Student and Client Services) serves as a daily manager of various administrative and academic support units within an office of twenty-two full-time equivalent employees, including, but not limited to such tasks as: student enrollment and related transactions, supervision of personnel, communications, transcripts, enrollment and degree verifications; graduation, business process flow, operations, campus support, strategic planning, report management including public records requests, documentation and training, budget preparation, and student records management. Trains, creates, innovates, and oversees a robust Client Service model: Directly supervises the Student and Client Services Team consisting of an Office Supervisor, Program Coordinator, Sr., Student Records Specialists, and student workers. Supervises, hires, trains and evaluates staff; promotes professional staff development; provides key leadership to the office regarding overall employee development, motivation, and team building. Works with employees to maximize their potential and proactively address deficiencies. Recommends and implements corrective action as needed.Serves as an integral part of the Registrar's leadership team in planning and implementing the office's official responses to the various needs of the institution. Collaborates and strategizes with the leadership team to improve office communications; provides unique insights for the enrollment process to include the creation and communication of the Early Enrollment processing schedule and appointments to all faculty, staff, and students; also communicates the LOUIE Discontinuation and Term Activation processes. Stands in place of the University Registrar or the Senior Associate Registrar where assigned and when appropriate. Conducts research as appropriate for projects and/or initiatives within the work unit (for example, may conduct surveys/studies relevant to organizational management; benchmarks with other institutions to research policies/procedures/strategies). Serves as a custodian of NAU Student Records and provides key leadership in processing of legal subpoenas and addressing select public records requests. Responsible for timely communications of NAU's compliance with state legislation regarding the Excess Credit Hours Policy. Provides leadership and expertise to university faculty, staff, and students regarding all aspects of the Family Educational Rights and Privacy Act (FERPA).Leads and coordinates special projects with other offices and/or departments, including but not limited to: NAU online, Student and Departmental Accounts Services, Scholarships and Financial Aid, UG Admissions, and the Center for International Students. Serves as a liaison with faculty, staff, and other administrative offices on campus to resolve issues related to current operations, policies, procedures and proposed changes; evaluates programs and services to enable appropriate and timely responses to changing priorities. Serves as principal liaison to the Student Services Center and assists with training on business processes, etc. Ensures that area business processes and procedures are accurately and continuously updated and communicated. Updates Registrar Office Procedural Manual and ensures implementation of new procedures. Provides technical advice, problem-solving assistance, and answers to questions regarding departmental and program goals and policy interpretation. Provides leadership in the implementation of new functionality and fit-gap testing for the PeopleSoft student information system. Provides leadership in the ongoing evaluation and enhancements to current operations, seeking innovative solutions and enhancing the quality of overall customer service delivery. Represents the Office of the Registrar on various campus committees, attends meetings as appropriate, and assumes responsibility for projects and tasks as assigned. Routinely and independently makes and implements decisions to accomplish divisional goals and objectives while working under the guides of university policy. Responsible for providing a secure confidential environment for student records and other confidential information.

Minimum Qualifications

 

 

• Master's degree in student personnel, education, business or related field, and three years progressively responsible administrative, management, and supervisory experience; OR, Bachelor's degree in student personnel, education, business or related field, and five years progressively responsible administrative, management, and supervisory experience; OR,Any equivalent combination of experience, training, and/or education. A minimum of three years of management/supervisory experience in a higher education setting, preferably within a registrar’s office or related student services area. Strong familiarity with FERPA guidelines and policies.

Preferred Qualifications

 

 

• Extensive prior experience with enterprise-wide systems administration, Student Records management, and integrated technology. Knowledge of PeopleSoft Campus Solutions software, products, tools, and Student Records functions. Knowledge of current records, registration and enrollment planning policies and trends as well as technological developments as they relate to a Registrar's operation.

Knowledge Skills and Abilities

 

 

• A positive person who can understand the big picture and motivate their staff.A strong record of administrative experience and proven successful leadership, team-building ability, and effective and proactive supervisory skills. Demonstrated organizational skills and abilities in managing multiple tasks and timelines, working under pressure in a fast-paced environment, and commitment to student-oriented service. Demonstrated ability to relate positively to, and deliver the services and information needed by students, faculty, administrative officials, and staff from diverse cultural and educational backgrounds. Demonstrated core values of excellence in education, student success, diversity, integrity, and civility.Ability to handle confidential and sensitive material judiciously and to relay negative information in a constructive manner. Excellent communication skills (both written and oral) and a thoughtful, respectful, and persuasive personal style. Excellent listening and interpersonal skills in the areas of problem-solving, conflict resolution, group planning, diplomacy, and decision-making processes. Demonstrated analytical skills needed to define problems and objectives as related to office operations and computer systems.Knowledge of complex technological applications and experience with managing an integrated computerized student information system and technological change. Ability to make critical decisions in the absence of the Registrar or Senior Associate Registrar. Ability to be a team member who can think quickly on their feet and provide excellent customer service under stressful situations. Knowledge of and ability to interpret federal and state laws as they apply to student records.

Background Information

 

 

This position has been identified as a safety/security sensitive position. Therefore, per AZ Revised Statute, Northern Arizona University requires satisfactory results for the following: a criminal background investigation, employment history investigation, degree verification (in some cases) and fingerprinting.

Additionally, as an employer in the state of Arizona, NAU is required to participate in the federal E-Verify program that assists employers with verifying new employees' right to work in the United States.

 

Finally, each year the Northern Arizona University Police Department releases an annual security report. The report is a result of the federal law known as the Clery Act and contains policy statements that address the school’s policies, procedures and programs concerning safety and security including policies for responding to emergency situations and sexual offenses. The report contains three years of data for Clery reportable crime statistics for the campus along with the most current year’s Fire Safety Report, which includes policy statements and fire statistics for Flagstaff on-campus student housing.

The report may be viewed at nau.edu/clery or by visiting the NAUPD website. A printed copy of the report is available upon request by contacting the NAU Police Department, Records Department at (928)523-8884 or by visiting the department at Building 98A on the NAU Mountain Campus.

 

Salary

 

The budgeted salary is $61,000.

 

Commensurate with experience.

**The starting salary will be determined by the qualifications of the selected applicant balanced with departmental budget availability, internal salary equity considerations, and available market information.

FLSA Status

 

This position is exempt from the overtime provisions of the Fair Labor Standards Act (FLSA) and therefore will not earn overtime or compensatory time for additional time worked.

Benefits

 

 

This is a Service Professional (SPF) position. NAU offers an excellent benefit package including generous health, dental and vision insurance; participation in the Arizona State Retirement System or the Optional Retirement Program; 22 days of vacation and 10 holidays per year; and tuition reduction for employees and qualified dependents. More information on benefits at NAU is available at https://in.nau.edu/human-resources/eligibility-enrollment/

 

NAU is a tobacco and smoke-free campus.

Service Professionals are hired on a contract basis, renewable each 6 months according to terms of the Conditions of Professional Service, which may be found at: https://public.azregents.edu/Policy%20Manual/6-303%20Conditions%20of%20Service%20for%20Service%20Professionals.pdf

Employees offered a position will be eligible for state health plans (including NAU's BCBS Plan). New employees are eligible for benefits on the first day of the pay period following their enrollment, after their employment date. Employees will have 31 days from their start date to enroll in benefits. If a new employee chooses the ASRS retirement option, participation in the Arizona State Retirement System, and the long-term disability coverage that accompanies it, will begin on the first of the pay period following 6 months after the new employee's start date. New employees who choose to participate in the Optional Retirement Plan (ORP), which is an alternative to the ASRS plan for faculty and other appointed staff, will begin to participate on the first day of employment. Additionally, the long-term disability plan that accompanies the ORP will begin on the first day of employment. More information is available at: https://in.nau.edu/human-resources/eligibility-enrollment/

Learning and Development

 

Your career at Northern Arizona University includes the opportunity for professional development. New employee on-boarding training includes courses to be completed within the first 30 days (https://in.nau.edu/Human-Resources/Required/). If your position includes the supervision of a benefit-eligible employee, we offer the NAU Supervisors Academy for you to complete within your first 2 years. In addition to the development classes offered in-person, every NAU employee receives a free subscription to Lynda.com. From this site you can access more than 1,400 training videos on a broad range of subjects, including business skills, photography, music and video, home computing, and web design and development.

Application Deadline

 

 

January 8, 2019 at 11:59 p.m.

How to Apply

 

 

To apply for this position, please click on the "Apply" button on this page. You must submit your application by clicking on the "Submit" button by midnight of the application deadline. If you need assistance completing your application there are instructions available on line at https://in.nau.edu/human-resources/ or in person in the Human Resources Department located in Building 91 on the NAU Campus - on the corner of Beaver and DuPont Streets.

If you are an individual with a disability and need reasonable accommodation to participate in the hiring process please contact the Office of Equity and Access at: 928-523-3312/TDD - 928-523-1006 or PO Box 4083, Flagstaff AZ 86011.

General Information

 

 

All coaches, athletics administrators and other staff or individuals involved with intercollegiate athletics have a duty to cooperate with and furnish the NCAA, Big Sky Conference and NAU with truthful and complete information concerning involvement in or knowledge of rules violations as mandated by NCAA Bylaw 10.1. Satisfactory rules knowledge and rules compliance are conditions of employment and coaches, athletics administrators and other staff or individuals involved with intercollegiate athletics will be evaluated and may be disciplined or dismissed on this aspect of their performance. Coaches, athletics administrators and other staff or individuals involved with intercollegiate athletics will fully participate and cooperate in compliance-related activities, procedures and evaluation. In addition to other grounds and procedures that may exist for discipline or dismissal of the employee, if the employee violates NCAA regulations, the employee shall be subject to disciplinary or corrective action as set forth in the provisions of the NCAA enforcement procedures, including but not limited to suspension without pay or termination of employment for significant or repetitive violations.

Equal Employment Opportunity

 

 

Northern Arizona University is a committed Equal Opportunity/Affirmative Action Institution. Women, minorities, veterans and individuals with disabilities are encouraged to apply. NAU is responsive to the needs of dual career couples.

 

EEO is the Law Poster and Supplements

NAU is an Employer of National Service. AmeriCorps, Peace Corps, and other National Service alumni are encouraged to apply.