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Registrar

Employer
Concordia University Irvine
Location
Irvine, CA

Job Details

OFFICE PROFILE:The Office of the Registrar originates and maintains official records of student files and transcripts and verifies eligibility of students for athletics, registration, graduation, and state authorization. ROLE:The Registrar is the chief officer of institutional academic records and provides leadership to plan, organize, and manage all activities related to academic records and registration. This position is responsible for the compilation and maintenance of student records in compliance with federal law, state law, and accreditation requirements. The Registrar compiles and maintains student records and government reports, assists students and patrons, maintains smooth operation of the Office of the Registrar, and stays abreast of regulations and procedures for student records as required by accreditation agencies. This position serves as the primary University resource regarding education-related privacy regulations. APPOINTMENT:
  • Recommended by the Senior Vice President/Provost
  • Approved by the Senior Vice President/Provost
STAFF RELATIONSHIPS:
  • Reports to the Senior Vice President/Provost
  • Supervises Assistant Registrar(s) and all administrative staff in the Office of the Registrar
  • Interacts and functions cooperatively with other University personnel
ESSENTIAL DUTIES AND RESPONSIBILITIES:To be successful, an individual must be able to perform each of these duties satisfactorily:
  1. Prepare and recommend the annual academic calendar for two years in advance for adoption by the faculty
  2. Manage the collection, recording, maintenance, and reporting of student records within FERPA guidelines (e.g., academic standing, grades, registration data, maintenance and release of transcripts, National Student Clearinghouse, etc.)
  3. Run end-of-term processing, including the process for student academic standing, and provide lists of students on the Deans’ List and students subject to academic probation or dismissal to the appropriate University offices
  4. Create master course schedule in collaboration with Deans of the schools and Academic Advisors
  5. Create and post final exam schedule
  6. Manage grades (e.g., changes, incompletes, grade delays) and ensure they are submitted by faculty by the appropriate deadlines
  7. Assign classrooms to in-person courses on Concordia’s campuses
  8. Publish the academic catalog each year based on changes approved through Academic Council. This includes making all curriculum and course changes in the SIS (Banner) and/or integrated curriculum software.
  9. Plan general organization and assure the smooth operation of the Office of the Registrar
  10. Enforce all academic and administrative policies and procedures and draft policies at the direction of the Provost or as needed
  11. Work in cooperation with the Office of Institutional Research, Information Technology Services (ITS), Financial Aid, Finance Office, and Bursar's Office in preparing supporting data for internal and external reports
  12. Administer the budget for the Office of the Registrar
  13. Research, analyze, and resolve student disputes as they relate to student academic records and registration
  14. Collaborate with administrators, Deans, faculty, ITS, and Academic Advisors to facilitate and improve services to students, including registration, data management, and records policy questions
  15. Develop recommendations for implementing new and enhanced technology applications to support the services offered by the Office of the Registrar
  16. Represent the Office of the Registrar on appropriate committees as assigned by the Office of the Provost (including Academic Council; Educational Policies Committee; Data Governance Committee; Dismissal Appeal Committee, chair; and the Policies and Standards Committee, chair)
  17. Ensure all office procedures are up to date and thorough
To be successful, an individual must be able to oversee each of these duties satisfactorily:
  1. Evaluation of academic transcripts for transfer students and of prior learning qualifications, including military, CLEP, and AP records. This includes articulation agreements with California community colleges.
  2. Processing of outgoing student transcripts
  3. Tracking student progress toward certificate and degree completion, identifying students for academic honors (e.g., Latin Honors), and recommending to the faculty of candidates for graduation
  4. Planning and organization of commencement activities, including commencement ceremony preparation, diploma and regalia ordering, and regalia distribution
  5. Administration of all University registration activities
  6. Storage and purging of academic records
  7. Certification of eligibility of NCAA student athletes
  8. State authorization renewals and initial proposals for authorization
  9. Enhancement and maintenance of degree audit system and building of curriculum (degrees, majors, courses, etc.)
  10. Other duties as may be assigned from time to time
SUPERVISORY RESPONSIBILITIES: Supervises administrative staff; carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; rewarding and disciplining employees; planning, assigning, and directing work; appraising performance; and addressing complaints and resolving problems. EDUCATION AND/OR EXPERIENCE: A master’s degree from an accredited university or five years related experience and/or training, or an equivalent combination of education and experience. QUALIFICATION REQUIREMENTS:The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • Creative aptitude
  • Ability to lead a team in a way that supports their abilities and encourages individual growth
  • Ability to successfully implement new software as the needs arise
  • Ability to be flexible to changing conditions and needs
  • Ability to work independently
  • Ability to work effectively with and through other people
  • Ability to work under stressful conditions
  • Maintaining of confidentiality on matters pertaining to this office and the campus as a whole
  • Ability to formulate goals and objectives with the expectation of being evaluated on them
  • Ability to organize existing resources to strengthen the quality of Concordia University Irvine
LANGUAGE SKILLS:
  • Ability to read, analyze, and interpret University procedures, general information, educational publications, synodical procedures, or governmental regulations
  • Ability to write reports, correspondence, and procedure manuals in order to effectively present information and respond to questions from groups of staff, faculty, administration, students, families, and the general public
MATHEMATICAL SKILLS:
  • Ability to work with and apply mathematical concepts relevant to the Office of the Registrar
REASONING ABILITY:
  • Ability to define problems, collect data, establish facts, and draw valid conclusions
  • Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables
OTHER SKILLS AND ABILITIES:Attitude and Demeanor:
  • Exemplify the Christian philosophy of Concordia’s mission statement in all aspects of day-to-day duties and responsibilities assigned to this position
  • Be an individual of prayer and Christian maturity
  • Assist Concordia in translating Christian principles into day-by-day practice and procedure
  • Be a person of integrity and honor
  • Develop and maintain positive relationships with all who come into contact with this office
  • Exhibit a cheerful, positive, loyal, team-member attitude toward the purposes, programs, policies, and goals of the University
  • Respect lines of communication
  • Have an open outlook; be future oriented and innovative
  • Constantly strive to improve performance
  • Communicate warmth, understanding, and helpfulness when interacting with students, staff, faculty, and the general public
  • Manifest loyalty to the other personnel of Concordia
SAFETY:Employees are responsible for complete cooperation with all aspects of the safety and health program, including compliance with all rules and regulations and for continuously practicing safety while performing tasks. Supervisors are responsible for developing proper attitudes toward safety and health in themselves and in those they supervise, and for ensuring that all operations are performed with the utmost regard for the safety and health of all personnel involved, including themselves. PHYSICAL DEMANDS:The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • Repetitive motions using a computer keyboard
  • Frequent and repeated rising and sitting
  • Lifting, pulling, grasping, stooping, and reaching
  • Climbing stairs and walking indoors or outdoors to various offices on campus
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. The employee frequently is required to stand and walk. The employee is occasionally required to reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. It includes office equipment, such as keyboards, phones, computers, and copy machines. OFFICE PROFILE: OFFICE PROFILE The Office of the Registrar originates and maintains official records of student files and transcripts and verifies eligibility of students for athletics, registration, graduation, and state authorization. ROLE: ROLE: The Registrar is the chief officer of institutional academic records and provides leadership to plan, organize, and manage all activities related to academic records and registration. This position is responsible for the compilation and maintenance of student records in compliance with federal law, state law, and accreditation requirements. The Registrar compiles and maintains student records and government reports, assists students and patrons, maintains smooth operation of the Office of the Registrar, and stays abreast of regulations and procedures for student records as required by accreditation agencies. This position serves as the primary University resource regarding education-related privacy regulations. APPOINTMENT: APPOINTMENT:
  • Recommended by the Senior Vice President/Provost
  • Approved by the Senior Vice President/Provost
  • Recommended by the Senior Vice President/Provost
  • Approved by the Senior Vice President/Provost
  • STAFF RELATIONSHIPS: STAFF RELATIONSHIPS:
    • Reports to the Senior Vice President/Provost
    • Supervises Assistant Registrar(s) and all administrative staff in the Office of the Registrar
    • Interacts and functions cooperatively with other University personnel
  • Reports to the Senior Vice President/Provost
  • Supervises Assistant Registrar(s) and all administrative staff in the Office of the Registrar
  • Interacts and functions cooperatively with other University personnel
  • ESSENTIAL DUTIES AND RESPONSIBILITIES: ESSENTIAL DUTIES AND RESPONSIBILITIES: To be successful, an individual must be able to perform each of these duties satisfactorily: To be successful, an individual must be able to perform each of these duties satisfactorily: perform
    1. Prepare and recommend the annual academic calendar for two years in advance for adoption by the faculty
    2. Manage the collection, recording, maintenance, and reporting of student records within FERPA guidelines (e.g., academic standing, grades, registration data, maintenance and release of transcripts, National Student Clearinghouse, etc.)
    3. Run end-of-term processing, including the process for student academic standing, and provide lists of students on the Deans’ List and students subject to academic probation or dismissal to the appropriate University offices
    4. Create master course schedule in collaboration with Deans of the schools and Academic Advisors
    5. Create and post final exam schedule
    6. Manage grades (e.g., changes, incompletes, grade delays) and ensure they are submitted by faculty by the appropriate deadlines
    7. Assign classrooms to in-person courses on Concordia’s campuses
    8. Publish the academic catalog each year based on changes approved through Academic Council. This includes making all curriculum and course changes in the SIS (Banner) and/or integrated curriculum software.
    9. Plan general organization and assure the smooth operation of the Office of the Registrar
    10. Enforce all academic and administrative policies and procedures and draft policies at the direction of the Provost or as needed
    11. Work in cooperation with the Office of Institutional Research, Information Technology Services (ITS), Financial Aid, Finance Office, and Bursar's Office in preparing supporting data for internal and external reports
    12. Administer the budget for the Office of the Registrar
    13. Research, analyze, and resolve student disputes as they relate to student academic records and registration
    14. Collaborate with administrators, Deans, faculty, ITS, and Academic Advisors to facilitate and improve services to students, including registration, data management, and records policy questions
    15. Develop recommendations for implementing new and enhanced technology applications to support the services offered by the Office of the Registrar
    16. Represent the Office of the Registrar on appropriate committees as assigned by the Office of the Provost (including Academic Council; Educational Policies Committee; Data Governance Committee; Dismissal Appeal Committee, chair; and the Policies and Standards Committee, chair)
    17. Ensure all office procedures are up to date and thorough
  • Prepare and recommend the annual academic calendar for two years in advance for adoption by the faculty
  • Manage the collection, recording, maintenance, and reporting of student records within FERPA guidelines (e.g., academic standing, grades, registration data, maintenance and release of transcripts, National Student Clearinghouse, etc.)
  • Run end-of-term processing, including the process for student academic standing, and provide lists of students on the Deans’ List and students subject to academic probation or dismissal to the appropriate University offices
  • Create master course schedule in collaboration with Deans of the schools and Academic Advisors
  • Create and post final exam schedule
  • Manage grades (e.g., changes, incompletes, grade delays) and ensure they are submitted by faculty by the appropriate deadlines
  • Assign classrooms to in-person courses on Concordia’s campuses
  • Publish the academic catalog each year based on changes approved through Academic Council. This includes making all curriculum and course changes in the SIS (Banner) and/or integrated curriculum software.
  • Plan general organization and assure the smooth operation of the Office of the Registrar
  • Enforce all academic and administrative policies and procedures and draft policies at the direction of the Provost or as needed
  • Work in cooperation with the Office of Institutional Research, Information Technology Services (ITS), Financial Aid, Finance Office, and Bursar's Office in preparing supporting data for internal and external reports
  • Administer the budget for the Office of the Registrar
  • Research, analyze, and resolve student disputes as they relate to student academic records and registration
  • Collaborate with administrators, Deans, faculty, ITS, and Academic Advisors to facilitate and improve services to students, including registration, data management, and records policy questions
  • Develop recommendations for implementing new and enhanced technology applications to support the services offered by the Office of the Registrar
  • Represent the Office of the Registrar on appropriate committees as assigned by the Office of the Provost (including Academic Council; Educational Policies Committee; Data Governance Committee; Dismissal Appeal Committee, chair; and the Policies and Standards Committee, chair)
  • Ensure all office procedures are up to date and thorough
  • To be successful, an individual must be able to oversee each of these duties satisfactorily: To be successful, an individual must be able to oversee each of these duties satisfactorily: oversee
    1. Evaluation of academic transcripts for transfer students and of prior learning qualifications, including military, CLEP, and AP records. This includes articulation agreements with California community colleges.
    2. Processing of outgoing student transcripts
    3. Tracking student progress toward certificate and degree completion, identifying students for academic honors (e.g., Latin Honors), and recommending to the faculty of candidates for graduation
    4. Planning and organization of commencement activities, including commencement ceremony preparation, diploma and regalia ordering, and regalia distribution
    5. Administration of all University registration activities
    6. Storage and purging of academic records
    7. Certification of eligibility of NCAA student athletes
    8. State authorization renewals and initial proposals for authorization
    9. Enhancement and maintenance of degree audit system and building of curriculum (degrees, majors, courses, etc.)
    10. Other duties as may be assigned from time to time
  • Evaluation of academic transcripts for transfer students and of prior learning qualifications, including military, CLEP, and AP records. This includes articulation agreements with California community colleges.
  • Processing of outgoing student transcripts
  • Tracking student progress toward certificate and degree completion, identifying students for academic honors (e.g., Latin Honors), and recommending to the faculty of candidates for graduation
  • Planning and organization of commencement activities, including commencement ceremony preparation, diploma and regalia ordering, and regalia distribution
  • Administration of all University registration activities
  • Storage and purging of academic records
  • Certification of eligibility of NCAA student athletes
  • State authorization renewals and initial proposals for authorization
  • Enhancement and maintenance of degree audit system and building of curriculum (degrees, majors, courses, etc.)
  • Other duties as may be assigned from time to time
  • SUPERVISORY RESPONSIBILITIES: SUPERVISORY RESPONSIBILITIES: Supervises administrative staff; carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; rewarding and disciplining employees; planning, assigning, and directing work; appraising performance; and addressing complaints and resolving problems. EDUCATION AND/OR EXPERIENCE: EDUCATION AND/OR EXPERIENCE: A master’s degree from an accredited university or five years related experience and/or training, or an equivalent combination of education and experience. QUALIFICATION REQUIREMENTS: QUALIFICATION REQUIREMENTS: The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
    • Creative aptitude
    • Ability to lead a team in a way that supports their abilities and encourages individual growth
    • Ability to successfully implement new software as the needs arise
    • Ability to be flexible to changing conditions and needs
    • Ability to work independently
    • Ability to work effectively with and through other people
    • Ability to work under stressful conditions
    • Maintaining of confidentiality on matters pertaining to this office and the campus as a whole
    • Ability to formulate goals and objectives with the expectation of being evaluated on them
    • Ability to organize existing resources to strengthen the quality of Concordia University Irvine
  • Creative aptitude
  • Ability to lead a team in a way that supports their abilities and encourages individual growth
  • Ability to successfully implement new software as the needs arise
  • Ability to be flexible to changing conditions and needs
  • Ability to work independently
  • Ability to work effectively with and through other people
  • Ability to work under stressful conditions
  • Maintaining of confidentiality on matters pertaining to this office and the campus as a whole
  • Ability to formulate goals and objectives with the expectation of being evaluated on them
  • Ability to organize existing resources to strengthen the quality of Concordia University Irvine
  • LANGUAGE SKILLS: LANGUAGE SKILLS:
    • Ability to read, analyze, and interpret University procedures, general information, educational publications, synodical procedures, or governmental regulations
    • Ability to write reports, correspondence, and procedure manuals in order to effectively present information and respond to questions from groups of staff, faculty, administration, students, families, and the general public
  • Ability to read, analyze, and interpret University procedures, general information, educational publications, synodical procedures, or governmental regulations
  • Ability to write reports, correspondence, and procedure manuals in order to effectively present information and respond to questions from groups of staff, faculty, administration, students, families, and the general public
  • MATHEMATICAL SKILLS: MATHEMATICAL SKILLS:
    • Ability to work with and apply mathematical concepts relevant to the Office of the Registrar
  • Ability to work with and apply mathematical concepts relevant to the Office of the Registrar
  • REASONING ABILITY: REASONING ABILITY:
    • Ability to define problems, collect data, establish facts, and draw valid conclusions
    • Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables
  • Ability to define problems, collect data, establish facts, and draw valid conclusions
  • Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables
  • OTHER SKILLS AND ABILITIES: OTHER SKILLS AND ABILITIES: Attitude and Demeanor: Attitude and Demeanor:
    • Exemplify the Christian philosophy of Concordia’s mission statement in all aspects of day-to-day duties and responsibilities assigned to this position
    • Be an individual of prayer and Christian maturity
    • Assist Concordia in translating Christian principles into day-by-day practice and procedure
    • Be a person of integrity and honor
    • Develop and maintain positive relationships with all who come into contact with this office
    • Exhibit a cheerful, positive, loyal, team-member attitude toward the purposes, programs, policies, and goals of the University
    • Respect lines of communication
    • Have an open outlook; be future oriented and innovative
    • Constantly strive to improve performance
    • Communicate warmth, understanding, and helpfulness when interacting with students, staff, faculty, and the general public
    • Manifest loyalty to the other personnel of Concordia
  • Exemplify the Christian philosophy of Concordia’s mission statement in all aspects of day-to-day duties and responsibilities assigned to this position
  • Be an individual of prayer and Christian maturity
  • Assist Concordia in translating Christian principles into day-by-day practice and procedure
  • Be a person of integrity and honor
  • Develop and maintain positive relationships with all who come into contact with this office
  • Exhibit a cheerful, positive, loyal, team-member attitude toward the purposes, programs, policies, and goals of the University
  • Respect lines of communication
  • Have an open outlook; be future oriented and innovative
  • Constantly strive to improve performance
  • Communicate warmth, understanding, and helpfulness when interacting with students, staff, faculty, and the general public
  • Manifest loyalty to the other personnel of Concordia
  • SAFETY: SAFETY: Employees are responsible for complete cooperation with all aspects of the safety and health program, including compliance with all rules and regulations and for continuously practicing safety while performing tasks. Supervisors are responsible for developing proper attitudes toward safety and health in themselves and in those they supervise, and for ensuring that all operations are performed with the utmost regard for the safety and health of all personnel involved, including themselves. PHYSICAL DEMANDS: PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
    • Repetitive motions using a computer keyboard
    • Frequent and repeated rising and sitting
    • Lifting, pulling, grasping, stooping, and reaching
    • Climbing stairs and walking indoors or outdoors to various offices on campus
  • Repetitive motions using a computer keyboard
  • Frequent and repeated rising and sitting
  • Lifting, pulling, grasping, stooping, and reaching
  • Climbing stairs and walking indoors or outdoors to various offices on campus
  • While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. The employee frequently is required to stand and walk. The employee is occasionally required to reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. WORK ENVIRONMENT: WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. It includes office equipment, such as keyboards, phones, computers, and copy machines.

    Organization

    Concordia University Irvine, guided by the Great Commission of Christ Jesus and the Lutheran Confessions, empowers students through the liberal arts and professional studies for lives of learning, service and leadership.

    Concordia University Irvine is a USNews Top Tier Regional University that prepares students for their vocations—their calling in life. CUI offers undergraduate, graduate, and adult degree programs in a beautiful Southern California location, with online and regional cohort options. Concordia’s undergraduate program is distinctive among Christian colleges in California because of the University’s innovative and engaging Core Curriculum, and its Lutheran heritage that provides a thoughtful and caring Christian community that lives out "Grace Alone. Faith Alone."

    Student Clubs and Organizations: CUI has over 40 student organizations including service, honorary, social, and special interest clubs.

    Community Service: CUI students, faculty, and staff perform thousands of hours of volunteer community service each year.

    Athletics: Division I - National Association of Intercollegiate Athletics (NAIA) | Golden State Athletic Conference (GSAC)

    Housing: CUI has some of the most comfortable and accommodating residence halls in southern California. All students are encouraged to take advantage of these facilities.

    Safety: The Department of Campus Safety provides a safe environment for members of the campus community 24/7, 365 days a year. The FBI named Irvine one of the safest cities in the nation.

    Enjoying a hilltop setting fifty miles south of Los Angeles, eighty miles north of San Diego and six miles inland from the Pacific Ocean, Concordia University is located on a spectacular 70-acre plateau overlooking Orange County.

     

    The city of Irvine is a planned community, primarily residential but including multi-national business and industrial complexes. It is rated one of the safest cities of its size in the United States. The surroundings of the Concordia campus offer an oasis to wild life and are an ideal setting for the newest of the LCMS universities.

     

     

     

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