Associate University Registrar for Student Records, Services, & Certification - Division of Finance

Job description

Associate University Registrar for Student Records, Services, & Certification - Division of Finance

University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn's distinctive interdisciplinary approach to scholarship and learning.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Posted Job Title
Associate University Registrar for Student Records, Services, & Certification - Division of Finance

Job Profile Title
Director B

Job Description Summary
Reporting to the University Registrar, the Associate University Registrar provides strategic and tactical leadership and oversight for Office of the University Registrar (OUR) operations and short-/long-term projects in the areas of student records, academic services, veterans benefits, and enrollment certification/reporting. The Associate is critical to the management of student data, system support for student enrollment and academic services, providing advanced functional understanding of our systems and extensive knowledge of University policies and procedures.

The Associate University Registrar directly supervises the Academic Services team, having responsibility for all processes related to posting of degrees, external credits such as study abroad, AP, and transfer credits, maintenance of historic and current transcripts, supervision of leaves of absence, withdrawals, and student records updates, with special attention to data integrity/accuracy, compliance, and excellent customer service.

The Associate University Registrar regularly communicates and partners with various University departments, committees, groups, faculty, and vendors to achieve OUR, SRFS, and University goals. The Associate works closely with systems and analytics teams to ensure timely, accurate, and compliant reporting of enrollment statuses to the National Student Clearinghouse and is responsible for related error resolution. The role will proactively advise senior leadership of any issues and risks that impact the University. They will develop, implement and maintain University wide policies and practices to be used across various stakeholders, with a focus on accurate data management, University process consistency and customer service delivery across the entire University.

The Associate Registrar is expected to operate with a high degree of autonomy and integrity, to communicate confidential matters with tact and discretion, and to engage diplomatically in a complex environment characterized by substantial change.

Job Description

Short & Long Term Projects:

  • Provides strategic and tactical leadership and oversight for department operations and short-/long-term projects in the areas of student records, academic services, veterans benefits, athletics eligibility, and enrollment certification/reporting. With direct authority over project goals, timeline, and budget, plan and implement the imaging of all historic transcripts currently stored on microfiche. Participate in the development of common workflow for all academic areas across the University by gathering workflow needs and articulating them to the technical team in the OUR responsible for development. Represent the office on the Next Generation Student Systems project to configure and test the NSC reporting functions in Banner.

Ongoing Process Improvement:
  • Drawing on advanced functional understanding of Penn's systems and extensive knowledge of University policies and procedures, develop, manage, and direct the implementation of best practices for the management of student data and system support for students and staff regarding academic services. Ensure compliance with University and federal policies and regulations by developing standards, procedures, and trainings for the Academic Services team and University staff on the management and use of student data.

Management of Academic Services Team:
  • Full supervisory responsibility for the Academic Services team. Manage and direct all aspects of the team's work and processes related to posting of degrees, external credits (study abroad, AP and transfer credits) transcript requests, leaves of absence, withdrawals and student records updates with special attention to data integrity/accuracy, compliance, policies and procedures, and excellent customer service. Develop and implement assessment tools, metrics and dashboards to measure achievement of department goals. Utilize findings to forecast workload as well as staffing and budgetary needs.

National Student Clearinghouse Reporting:
  • With analytic and technical support from the OUR systems and analytics team, and staff from the Division of Finance IT department, responsible for the timely, accurate, and compliant reporting of enrollment statuses to the National Student Clearinghouse and related error resolution. Drawing on both advanced technical skills and diplomacy, perform ongoing auditing and monitoring of data; and understand and correct data integrity issues through discussion with staff across the Schools before completing external reporting.

Veteran Services:
  • Partner and work with the SRFS Student Service Center team delivering veterans education services on the development and implementation of a wide variety of short-term and long-range strategic plans as they relate to the Office of the University Registrar and its role in University VA-related initiatives. Ensure continuous process improvement related to systems used to support VA services; and ensure compliance and accurate reporting to internal stakeholders and external agencies. Identify key issues that affect the OUR's delivery of Veteran-related services, and proactively make recommendations to University Registrar, SRFS, Division, and University leadership for service improvements.

Office Representation & Committee Work:
  • The Associate University Registrar attends meetings on behalf of the University Registrar and represents the Office on various University committees and work groups, collaborating with University departments (Information Systems and Computing, SRFS departments, Admissions, Provost, Deans, academic departments, etc.), student groups, faculty, and vendors to achieve Registrar, SRFS, and University goals related to student records/services.

  • Other duties as assigned.

Required Qualifications:
  • Bachelor's degree and 7 to 10 years of experience, or equivalent combination of education and experience, are required; 5 years of administrative experience, including supervision of staff, data management, student information systems, and operations, are strongly preferred;
  • 4+ years in a college or university level registrar office with a comprehensive understanding of a registrar's office business processes and best practices;
  • Excellent written and verbal communication skills;
  • Ability to interact with all levels of personnel and communicate clearly and effectively to diverse faculty, staff, and students regarding complex government and University policies and regulations;
  • Proven ability to manage multiple priorities under hard deadlines in a fast-paced environment while maintaining a high level of professionalism and exceptional attention to detail and accuracy;
  • Excellent organizational, interpersonal, and problem-solving skills;
  • Knowledge of federal regulations and higher education policies and practices related to student academic records;
  • Good judgment, discretion, and ability to maintain confidences;
  • Proven ability to make presentations in small and large groups;
  • Ability to evaluate and implement technological improvements to meet best practices;
  • Knowledge of data management and reporting. Ability to analyze and solve complex problems in systems;
  • Proficiency with computers, Microsoft Office, and student information systems, with the ability and willingness to quickly learn new systems and software;
  • Experience performing data analysis and report writing;
  • Ability to demonstrate tact and diplomacy in dealing with difficult issues and/or diverse organizations;
  • Ability to develop positive and cooperative relationships with students, faculty, staff, parents, professional colleagues, and the public;
  • Strong managerial and leadership skills with an ability to foster a cooperative work environment.

  • Experience managing or supervising National Student Clearinghouse reporting;
  • Experience managing VA benefits;
  • Proficiency in Banner, ImageNow or BP Logix;
  • Proven record of exemplary customer service;
  • Experience leading a team to facilitate implementations and/or procedural change.

Application Instructions

A current resume and cover letter are required. Click the “Upload” button at the bottom of the My Experience page in the application process in order to attach multiple documents.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Division of Finance

Pay Range
$59,703.00 - $113,435.00

Affirmative Action Statement
Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

Special Requirements
Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

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Job No:
Posted: 8/14/2020
Application Due: 10/9/2020
Work Type: