Title: Registrar
Position Number: 0081614
Hiring Unit: Office of the Registrar
Location: Manoa
Date Posted: August 2, 2024
Closing Date: September 1, 2024
Band: C
Salary: salary schedules and placement information
Additional Salary Information: PBC, minimum $6,401/month
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Permanent

Duties and Responsibilities 
Serves as the University Registrar in the Division of Enrollment Management, reporting to the Vice Provost for Enrollment Management Office. The University Registrar ensures the integrity, accuracy, and security of all academic and educational records of the UH Manoa students and ensures compliance with federal, state, and other regulatory agencies.

Management and Leadership of the Office of the Registrar

1.       *Plans, organizes, supervises, and manages resources, people, and work-related activities and duties to effectively and efficiently achieve desired results of the Office of the Registrar (OOR).

2.       *Sets strategic and operational direction and goals for the office; develops and implements appropriate plans and evaluates progress and outcomes.

3.       *Oversees staff who serve as liaison(s) to colleges/schools and departments on applicable Office of the Registrar's functions, policies, procedures and responsibilities.

4.       *Serves as a member of the Enrollment Management (EM) team, advising the team and Vice Provost for Assistant Enrollment Management (VPEM) on matters that pertain to University academic policies and procedures and general Registrar functions.

5.       *Works collaboratively with EM leadership team to achieve Manoa's enrollment goals.

6.       *Works with System-level officers and other System registrars on issues relevant to registration and records.

7.       *Continuously improves on efficiency and effectiveness, with continuous evaluation of the Office's organizational structure, policies and operating procedures, identifying possible adjustments.

8.       *Manage and operate within allocated budget.

Academic Records

1.       *Serves as the official custodian of all student academic records, safeguarding the security and integrity of said records.

2.       *Develops and implements procedures for the storage and archiving of student records, credentials, correspondence, and other official supporting documents.

3.       *Establishes and revises necessary policies and procedures governing record keeping practices of the University to ensure record confidentiality and compliance with University rules and regulations.

4.       *Oversees the preparation and release of official University academic records to include official transcripts, diplomas, enrollment verifications, and other academic records data for the University, ensuring the integrity and accuracy of the record.

5.       *Monitors completion of degree requirements.

Compliance

1.       *Ensures compliance with regulations of the Family Education Rights and Privacy Act (FERPA).

2.       *Establishes procedures for creating and maintaining student records in accordance with federal and state legislation, accepted national standards, University policies and procedures, FERPA, and Federal privacy regulations.

3.       *Reviews requests for access to information restricted by FERPA and determines which information can or cannot be released.

4.       *Provides FERPA training to campus community as requested.

5.       *Ensures compliance with regulations associated with the Department of Defense and the Department of Veterans Affairs.

6.       *Monitors and ensures compliance with appropriate National Collegiate Athletic Association (NCAA) regulations governing the registration, enrollment and academic records of student-athletes.

7.       *Ensures academic policies are in line with corresponding federal financial aid compliance rules.

8.       *Ensures timely and accurate reporting to the National Student Clearinghouse.

Communication

1.       *Publishes in an online environment University information to students/faculty/staff rules, regs and processes that the OOR manages, such as academic calendar, academic policies, deadlines (no-show, purge, etc.), reg. dates, graduation announcements.

2.       *Publishes academic and non-academic regulations in cooperation with academic departments, programs, colleges and schools.

3.       *Notifies students of important updates that could affect their enrollment into the institution.

4.       *Notifies students, faculty and staff of their FERPA rights and/or responsibilities.

Academic Policy and Procedures

1.       *Advises executive management on program and policy development.

2.       *Advises faculty, staff, and students on academic standards, policies, and procedures as they relate to the Office of the Registrar.

3.       *Serves as a member or chairs a variety of committees on academic policies and procedures.

4.       *Serves as a member and/or chairs University and System-wide committees as appropriate and requested.

5.       *Collaborate with and advises VPEM, Vice Provost for Student Success, Vice Provost for Academic Excellence, and other academic administrators on the development, implementation, and enforcement of academic programs, policies, and procedures.

Technology

1.       *Researches and implements process improvements and technologies ensuring effective service for all students within the University.

2.       *Develops the appropriate recommendations for the implementation of technology-based solutions in support of enhanced services.

3.       *Maintains security and management of access to authorized users of the student information system (SIS).

4.       *Evaluates current SIS to determine its continued effectiveness in creating, maintaining, and storing secure student records, and making recommendations for changes within the system as needed.

Operational Functions

1.       *Plans, coordinates and oversees registration, grading, graduation, academic actions and other functions.

2.       *Provides current and past students with official documentation of their academic record, including transcripts, verification of enrollment, and degree.

3.       *Establishes and implements policies and procedures for obtaining grades from faculty to ensure that they are accurately collected, posted, and available to students in a timely manner.

4.       *Administers Veterans benefits for all qualified veterans and/or dependents.

5.       *Certifies eligibility for student athletes.

6.       *Reports and processes grades to include repeats, changes, and submissions.

7.       *Develops and maintains the University registration schedule.

8.       *Oversees enrollment processes that include registration schedule times, purge, payment, adding/dropping, health clearance, and no-show process.

Other duties as assigned.

*Denotes essential functions

Minimum Qualifications 

1.       Possession of a baccalaureate degree in education, counseling, or social sciences and 7 year(s) of progressively responsible professional experience with responsibilities for record management and student enrollment services in a higher education environment; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.

2.       Advanced and comprehensive knowledge and understanding of a wide range of developing and emerging concepts, principles and methodologies in the area of higher education and the Office of the Registrar.

3.       Comprehensive knowledge and understanding of a wide range of principles, theories, federal and state laws and systems associated with post secondary admissions, registration and records, and financial aid.

4.       Demonstrated ability to understand problems from a broad interactive perspective and use reasoning to discern underlying principles and issues when problem solving, and apply creative thinking to resolve problems in new and innovative approaches.

5.       Demonstrated written and verbal competence in presenting ideas, concepts and models clearly using persuasion and negotiation to build consensus and cooperation.

6.       Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.

7.       Demonstrated ability to operate a personal computer and apply word processing software and systems.

8.       For supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.

9.       Ability to establish and maintain effective collaborative working relationships with students, faculty, staff, and various top-level university administrators.

10.     Knowledge and experience in FERPA in higher education.

Desirable Qualifications 

1.       Extensive knowledge and experience of a student information system, preferably Ellucian Banner. 

2.       Master's degree in educational counseling, higher education administration, or related field.

To Apply:
Click on the "Apply" button on the top right corner of the screen to complete an application and attach required documents. Applicant must submit the following:
Submit resume, cover letter indicating how you satisfy the minimum and desirable qualifications, names of 3 professional references, and official transcripts. Must submit an official undergraduate college transcript with verification of degree awarded. Unofficial web-based transcripts or other course and grade reports (e.g. STAR report for UHM) will not be accepted. Copies of official educational transcripts will be accepted but an original transcript must be submitted if selected prior to hiring. Confidential information must be redacted (i.e. social security number, date of birth, etc.). Note: If you have not applied for a position before using NeoGov, you will need to create an account.

Inquiries: Nikki Chun; emmanoa@hawaii.edu 
 

EEO/AA, Clery Act, ADA

The University of Hawai'i is an Equal Opportunity/Affirmative Action Institution and is committed to a policy of nondiscrimination on the basis of race, sex, gender identity and expression, age, religion, color, national origin, ancestry, citizenship, disability, genetic information, marital status, breastfeeding, income assignment for child support, arrest and court record (except as permissible under State law), sexual orientation, domestic or sexual violence victim status, national guard absence, or status as a covered veteran.  For more information or inquiries regarding these policies, please refer to the following link: http://www.hawaii.edu/offices/eeo/eeo-coordinators/.

Employment is contingent on satisfying employment eligibility verification requirements of the Immigration Reform and Control Act of 1986; reference checks of previous employers; and for certain positions, criminal history record checks.

In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, annual campus crime statistics for the University of Hawai'i may be viewed at: https://www.hawaii.edu/titleix/help/campus-security/, or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office.

In accordance with Article 10 of the unit 08 collective bargaining agreement, bargaining unit members receive priority consideration for APT job vacancies. As a result, external or non BU 08 applicants may not be considered for some APT vacancies. BU 08 members with re-employment rights or priority status are responsible for informing the hiring unit of their status.

Accommodation Request:  The University of Hawai'i complies with the provisions of the Americans with Disabilities Act (ADA).  Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the EEO coordinator directly.   Determination on requests for reasonable accommodation will be made on a case-by-case basis.  For further information, please refer to the following link: https://www.hawaii.edu/offices/eeo/accommodation-request/