Associate Registrar

Needham, Massachusetts
Jan 09, 2019
Institution Type
Specialized Institutions

Founded in 1997, Olin College is a selective, gender-balanced undergraduate engineering institution with a dual mission to educate exemplary engineering innovators and to lead the transformation of engineering education. Olin embraces “people to people” engineering: starting from understanding people and their needs, to designing solutions, to delivering new technologies and services to people and society at large. Olin’s innovative approach to engineering education erases disciplinary boundaries and encourages students to take control of their own learning. Olin students learn through project-based, collaborative activities and develop 21st century skills and perspectives by taking on authentic engineering challenges and entrepreneurial experiences. Olin has forged active partnerships with neighboring Babson and Wellesley Colleges and has co-designed transformative educational experiences with a broad range of collaborators around the globe.

Summary: The Associate Registrar works closely with the Associate Dean of Academic Programs, and Registrar to support and deliver the Olin curriculum. The Associate Registrar will serve as a lead implementer in student records and course scheduling at the College.

The appropriate candidate will have experience in course scheduling and use of student records software with an eye for innovation and enhancement for students, faculty and the administration.

General Duties and Responsibilities:

CURRICULUM PROCESSES: The following activities are accomplished in collaboration with the Registrar and respective faculty governance.

  1. Build semester teaching/offering schedules including time and room scheduling using appropriate systems.
  2. Run student registration –at Olin (including non-standard offerings like co-curriculars, passionate pursuits, etc.); and coordinate with cross-registration institutions a process for cross-enrollment.
  3. Collaborate with the Registrar and faculty governance translate academic policies into efficient and easy to use procedures for students and faculty.
  4. Continually review academic and student service policies and make recommendations for improvements as needed.
  5. Maintain the Academic Catalog.
  6. Provide data and information, as well as serve on appropriate committees, in matters related to the Babson-Olin-Wellesley Three College Collaboration.
  7. Collaborate with the Registrar and appropriate Academic Life team members on efficient use of teaching space with relevant stakeholders.
  8. Other duties as assigned.

RECORDS AND COMPLIANCE: The following recordkeeping and compliance activities are accomplished in collaboration with other members of the College community.

  1. Administer the records, registration and scheduling functions of the college.
  2. Provide high quality and high touch service to students, faculty and administration while ensuring efficient and effective workflow.
  3. Maintain secure and official student records, registration, and class schedules (including transfer credits and course waivers) and related processes (e.g. enrollment and retention data) in accord with state and federal privacy regulations.
  4. Collect, record, maintain and report student records data within FERPA guidelines. Assist the Registrar in training sessions on FERPA for College staff and faculty as appropriate.
  5. Research, analyze and resolve student disputes as they relate to records and registration.
  6. Maintain decisions and process notifications of course substitutions and transfer (CSTB) petitions.
  7. Manage the software to perform student requirement audits including degree and certificate completion certification (with faculty leadership and the Registrar team).
  8. Maintain course and distribution requirements and substitutions in the degree audit system (currently Jenzabar).
  9. Report and maintain student enrollment data via the National Student Clearinghouse on a regular basis for NSLDS.
  10. Maintain and improve, in concert with the College’s Information Technology group, the integrated student information systems by making appropriate recommendations for the implementation of technology applications in support of enhanced services for students and faculty.
  11. Serve as the primary business process owner for Registrar’s software implementations.
  12. Manage the process of diploma issuance and distribution; as well as certifying degree recipients.
  13. Prepare and assist with institutional data for federal reporting (IPEDS, FISAP, etc) and other ad hoc requests from within the college in consultation with the Assistant Provost for Institutional Research and Decision Support.
  14. Convene the Committee on Student Academic Performance (COSAP) as requested by the Registrar.
  15. Other duties as assigned.

Minimum Requirements: The qualified applicant will have a Bachelor’s Degree and a minimum of three-five years’ experience in an academic environment with strong verbal communication, analytical and problem-solving skills, and organizational skills. The applicant will also be team-oriented, reliable and professional. Experience in an environment of change is preferred. Knowledge of student information systems is required.


Please e-mail your resume and cover letter to: [email protected]

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