Job Title: Assistant Registrar, Program Plan/Data Integrity
Location: Registrar
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 606348
Workplace Culture

NAU is a community devoted to student success and sustained by an unshakable commitment to our shared mission, vision, and values. We—faculty, staff, and administrators—thrive by combining our efforts and working side by side to further NAU’s culture of excellence.

Job Description
This position reports to an Associate Registrar and will be included in the Registrar’s leadership team, participating in determining and implementing the direction of the office, lending feedback to troubleshoot department wide challenges, and carrying out the strategic plan and vision of the Office of the Registrar.

The Assistant Registrar aids in the planning and development of processes that meet the needs of the campus community in creating, maintaining, and securing academic and student records. They assist in the development of customer service practices for academic and student records, assists with the management of the day-to-day operations, leveraging the student information system to maintain the institution’s academic order, including but not limited to, student registration, grades processing, out-going transcripts and diplomas, degree awarding, data integrity processes to ensure accurate collection of tuition, and academic standing.

The Assistant Registrar supervises staff and manages critical student information system setup that support Program/Plan, student group creation, Pledge tuition group management, study agreement creation, and editing data points so that students have correct tuition, enrollment, and the proper academic career. This position requires regular interaction with counterparts in Institutional Research and Analysis (IRA), Student and Department Accounting Services (SDAS), University Admissions Processing (UAP), Colleges and other academic units, University Advising, Graduate College and Center for International Education (CIE).

Other key responsibilities of this position include:

Coordination, collaboration, and supervision of data management for university Census. This includes collaborating with the departments referenced above and leading a full-time staff member to analyze student data points in PeopleSoft and correct the data pertaining to:Students with multiple academic careers and determine which career the student should be in and make the edit to the data in the system.Students in Post Baccalaureate career and if a bachelor’s degree was earned.Graduate students in an incorrect tuition group.Students in an incorrect student group that involves incorrect tuition.Enrollment drop dates with incorrect dates for proper student counts. Students with improper enrollment after their degree is completed.

Collaborate and support data management for the university which includes analyzing data, troubleshooting and testing solutions in the following scenarios:Analyze and interpret tuition errors to find solutions, which includes testing and analyzing the data points to create the student record so that a student will be charged proper tuition. Analyze and correct data point errors for student groups in which they were inaccurately applied, and students have incorrect tuition and fees.Leverage PeopleSoft to run the processes that make a student active or inactive based on data points which show they are or are not pursuing a degree.This includes researching students’ data points in PeopleSoft to determine if they should be correctly discontinued or remain a student.Running the Term Activation process for all students so that they have accurate ability to enroll in the future terms. This is a process that makes all students at the university available for enrollment.Assigning enrollment appointments in PeopleSoft so that every student can enroll. Collaborate and consult with stakeholders on student group creating and best practices for management.This includes training on best practices, troubleshooting errors, and testing possible solutions.Manage and lead in the understanding for processes related to the Pledge tuition rate and WUE student group processes.Lead in troubleshooting any issues.Lead in the standard cleanup for each process.Leadership, Process Management, Supervision and Subject Matter expert for Program/Plan/Data and Enrollment Management - 60%

• Lead the Data Management in the Office of the Registrar for Census clean, tuition calculation errors and program/plan errors.
• Lead the process for PeopleSoft enrollment processes, term activation, enrollment appointment assignment, and discontinuation.
• Contribute to the development of the ongoing vision, mission and goals of the university’s Program/Plan (Discontinuation, Term Activation, Student Groups, Western Undergraduate Exchange, Pledge, and Data Integrity) related programs.
• Review new processes for term activation and discontinuation and provide feedback to stakeholders to ensure data integrity. Suggest options and alternatives, where warranted.
• Supervise cross-system implementation of approved processes for Program/Plan (Discontinuation, Term Activation, Student Groups, Western Undergraduate Exchange, Pledge, and Data Integrity) area within the Registrar’s Office unit reporting to this position.
• Coordinate implementation efforts with university stake holders to ensure data integrity accuracy and proper processes are completed.
• Lead the building and maintenance of queries to ensure accurate data integrity.
• Run queries and correct student data so that NAU has accurate student records.
• Ensure all newly created and discontinuation rules are tested with student data to ensure accuracy and completeness of setup.
• Analyze data integrity issues and patterns and provide feedback to colleges and departments to support the development of more accurate student records.
• Identify and research Pledge processing technical concerns and work with Registrar’s Office and university business analysts and programmers/developers to resolve them. Test resulting Oracle/PeopleSoft fixes and NAU system modifications.
• Conduct regular testing of Oracle/PeopleSoft updates and fixes, delivered bundles and major system upgrades, as well as system modifications unique to NAU, to assure the quality of systems implemented and changed.
• Regularly review end-user training needs, develop and maintain training documentation, and conduct in-person training, as needed.
• Review and develop internal training manuals and documentation for the Program/Plan (Discontinuation, Term Activation, Student Groups, Western Undergraduate Exchange, Pledge, and Data Integrity) area.
• Serve on university committees as needed to apply Program/Plan (Discontinuation, Term Activation, Student Groups, Western Undergraduate Exchange, Pledge, and Data Integrity) knowledge to university initiatives.
• Coordinate with Institutional Research and Analysis to manage data integrity and support census processes.
• Collaborate with Student Accounts to create term-based study agreement codes to support tuition needs.
• Collaborate with University Advising, Undergraduate Admissions and Orientation, Academic Departments, Online Education and Innovation, and Institutional Research and Analysis offices on student group creation and maintenance processes for various student populations.
• Assist with data integrity, reporting, and business processes to ensure compliance with various legislative and regulatory requirements.
• Monitor and maintain student academic records data integrity reports and run schedules.
• Correct student records within the NAU student information system (Oracle/PeopleSoft).

External Stakeholder Collaborations and Communications - 20%

• Work closely with colleges, departments, and advisors, responding to questions about program/plan, data management, Pledge, WUE and general tuition errors and resolving problems as needed.
• Collaborate with in Institutional Research and Analysis, Student and Department Accounting Services, University Admissions Processing, academic units, advising, Graduate College and Center for International Education.
• Answer questions and provide central oversight and direction to ensure data corrections are completed in a timely manner.
• Assist academic units in processing complex program/plan and data related issues.
• Maintain relationships, and build new relationships when the need arises, with the university community to promote and advance knowledge about Program/Plan (Discontinuation, Term Activation, Student Groups, Western Undergraduate Exchange, Pledge, and Data Integrity) and the functions of the Registrar’s Office, in general.
• Work closely with colleges, departments, and advisors, responding to questions about the Program/Plan (Discontinuation, Term Activation, Student Groups, Western Undergraduate Exchange, Pledge, and Data Integrity) area and resolving problems as needed.
• Make presentations to various communities of interest as requested and serve as a liaison to university committees as needed (e.g., Council for Advising Resources and Services, Academic Advising Committee, University Curriculum Committee, Graduate College, Extended Campuses). In these venues, represent the mission, goals, and services of the Registrar’s Office.
• Serve on university committees as needed to ensure data best practices occur.
• Coordinate implementation efforts with university curriculum committee coordinators, transfer articulation coordinators, Registrar’s Office Curriculum and Academic Catalog team, and academic units.

Staff Supervision - 10%

• Supervise, mentor, and assist in the professional growth of full-time staff responsible for supporting the data management.

Registrar's Leadership Team - 5%

Attends leadership meetings to assist in determining the direction of the department and help troubleshoot office wide challenges.Assists with maintenance of the Registrar’s Office website.

Other - 5%

Perform other duties as assigned.

Minimum Qualifications

• Bachelor’s degree in a related field AND two years of user experience working with academic advisement report/curricular functions/PeopleSoft.
• 2-4 years of relevant experience.
• 1-2 years of management or supervisory experience.
• Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.

Preferred Qualifications

• Master’s degree in related field AND one year of user experience working with academic advisement report/curricular functions/PeopleSoft.

Knowledge, Skills, & Abilities

• Knowledge of various academic processes.
• Knowledge of the student information system, which provides computer-based processes for academic and student records.
• Knowledge of college and university curriculum, policies, and procedures.
• Knowledge of college and university academic advising practices and functions.
• Familiarity with the functions of the Registrar’s Office and Undergraduate Admissions.
• Advanced user experience with student information and/or degree audit systems: Oracle/PeopleSoft, Banner, DARS, etc. Experience with managing system setup and/or researching and resolving system problems preferred.
• Experience with database structures, data mining, and query tools.
• Knowledge of academic advising.
• Excellent project management, program development and execution; in coordinating activities, evaluating data, and establishing priorities.
• Excellent supervisory, organizational, and training skills.
• Excellent communication and presentation skills.
• Excellent computer skills: Microsoft Office (Word, Excel, Access), database use/setup, Internet.
• Excellent logical analysis and problem-solving skills.
• Strong interpersonal and customer service skills.
• Possess a strong moral character to handle confidential records.
• Ability to analyze problems and make well-reasoned, sound decisions.
• Strong attention to detail.
• Demonstrated ability to establish and maintain effective working relationships.
• Ability to work effectively and efficiently in a team setting.
• Ability to work independently and be a proactive problem solver.
• Demonstrated ability to meet deadlines.
• Flexible and able to adapt to change.
• Demonstrated commitment to the principles of diversity.

COVID-19 Vaccine Requirement

As of 12/10/21, the Safer Federal Workforce employee vaccination requirement is currently suspended pending the outcome of a federal court-issued injunction. This injunction has suspended the recent executive order issued by President Biden requiring all employees of federal contractors to receive COVID-19 vaccinations. For current status of the vaccine requirement and/or questions, please visit FAQs for Employee Vaccination Requirement.

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. If you are applying for a job that requires a CDL, you will be required to register with the Federal Motor Carrier Safety Administration Drug & Alcohol Clearinghouse and adhere to the clearinghouse requirements. 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 Northern Arizona University releases an Annual Security Report. The report is a result of a federal law known as the Clery Act. The report includes Clery reportable crime statistics for the three most recent completed calendar years and discloses procedures, practices and programs NAU uses to keep students and employees safe including how to report crimes or other emergencies occurring on campus. In addition, the Fire Safety Report is combined with the Annual Security Report for the NAU Flagstaff Mountain Campus as this campus has on-campus student housing. This report discloses fire safety policies and procedures related to on-campus student housing and statistics for fires that occurred in those facilities. If you would like a free paper copy of the report, please contact the NAUPD Records Department at (928) 523-8884 or by visiting the department at 525 E. Pine Knoll Drive in Flagstaff.

Salary

Salary range begins at $50,000. Annual salary commensurate with candidate's qualifications and related experience.

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 on the Human Resources benefits website. 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. 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.

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. 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.

Immigration Suppt/Sponsorship

NAU will not provide any U.S. immigration support or sponsorship for this position.

Application Deadline

June 27, 2022 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 the Human Resources website 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.

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.