Assistant College Registrar

Location
Stony Brook, Suffolk County
Posted
Jul 15, 2014
Campus Description: Stony Brook University has established itself as one of America's most dynamic public universities, a center of academic excellence and a leader in health education, patient care and research. Listed among the top 1 percent of all universities in the world by Times Higher Education World University Rankings, Stony Brook is home to more than 24,000 undergraduate, graduate and doctoral students and more than 13,500 faculty and staff, including those employed at Stony Brook Medicine, Long Island's premier academic medical center and teaching hospital. With 603 beds, Stony Brook Hospital is the region's only tertiary care center and Regional Trauma Center. The University is a member of the prestigious Association of American Universities and co-manager of nearby Brookhaven National Laboratory.

Budget Title: same as above

REF#: HS-S-9073-14-07-S

Department: HSC Office of Student Services

Salary: $50, 745 to $59, 695

Grade: SL-3

State Professional Position

State Line#: 34038

Campus: Stony Brook West Campus/HSC


Required Qualifications: Bachelor's Degree. In lieu of degree, four ​years of directly related full time experience, or a combination of higher education and experience totaling four​full-time ​years may be considered. Three years of full-time administrative experience, preferably in academic records in a college or university. Computer proficiency to include Microsoft Office Word and Excel. Strong analytical and problem solving skills. Detail-oriented with excellent organizational skills. Excellent verbal and written communications skills. Ability to work independently and work well in a team environment.
Preferred Qualifications: Experience with PeopleSoft Student Administration system, experience with Nolijweb.

Brief Description of Duties: The Assistant College Registrar is responsible for the coordination and implementation of all processes leading to the enrollment and graduation of students in the Health Sciences programs and the update and maintenance of student academic records according to the individual School and University policies. The successful candidate will:
  • Coordinate and implement processes leading to the enrollment of students in the five Health Sciences Schools. Produce the Master Schedule of Classes for Fall, Spring, Winter, and Summer terms (semester and modular sessions). Produce the Class Schedule of Health Sciences courses available to non-Health Sciences students. Make changes in the Schedule as needed. Provide guidance and respond to inquiries from faculty and staff. Provide staff training regarding items needed for the Schedule of Classes. Develop documentation for users. Identify and correct problems. Resolve SOLAR reported problems. Advise students. Resolve enrollment issues. Assist in the construction and distribution of the Health Sciences term and session yearly academic calendars in collaboration with the Health Sciences Schools and the Registrar's Office.
  • Update and maintain student academic records according to the individual School and University policies and procedures. Perform all enrollment transactions such as withdrawals, leave of absence, dismissal, transfer credit evaluations, grade changes, and state residency updates. Update as needed the forms used for these transactions; train Schools staff; identify and resolve problems; distribute to Schools periodic student data reports regarding enrollment, grade, and graduation status; complete licensing certifications and other documents to verify enrollment status.
  • Review University requirements for degree clearance and manage the ordering and mailing of diplomas.
  • Review the office website to ensure records/registration information is up to date. Assist with updating the records/registration section for the Health Sciences Bulletin. Coordinate the twice yearly update of Health Sciences programs information for the University Undergraduate Bulletin.
  • Initiate the use of Nolijweb for records/registration. Working with the Associate Director, determine the records that should be moved to electronic format. Be responsible for coordinating and managing the imaging of documents. Be responsible for training other records/registration staff or student assistants as needed.
  • Assist in the coordination and management of the records/registration area. Evaluate the effectiveness of operational processes and make recommendations. Participate in the testing of PeopleSoft Student Administration periodic bundles in the area of records/registration. Participate in committees and attend conferences as appropriate.

Special Notes: This is a full time appointment. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Internal and external search to occur simultaneously.

Essential Position: This has been designated as an essential position based on the duties of the job and the functions performed. Positions that are designated as such are required to report to work/remain at work even if classes are cancelled, and the campus is working on limited operations in an emergency.

The selected candidate must successfully clear a background investigation.

Application Procedure: Those interested in this position should submit a State employment application, cover letter and resume to:

Search Committee, Assistant College Registrar

Health Sciences Office of Student Services
Health Sciences Tower Level 2, Room 271

Stony Brook University
Stony Brook, NY 11794-8276
Fax # 631-444-6035



Applications for this position must be received, as specified in the Application Procedure Section, no later than 5:00 PM Eastern Time on 07/26/2014, unless specifically noted otherwise in the Special Notes Section.

STONY BROOK UNIVERSITY IS AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER. WE ENCOURAGE PROTECTED VETERANS, INDIVIDUALS WITH DISABILITIES, WOMEN AND MINORITIES TO APPLY.
IF YOU NEED A DISABILITY-RELATED ACCOMMODATION, PLEASE CALL THE UNIVERSITY HUMAN RESOURCE SERVICES DEPARTMENT AT (631) 632-6161 OR THE UNIVERSITY HOSPITAL HUMAN RESOURCES DEPARTMENT AT (631) 444-4700.
IN ACCORDANCE WITH THE TITLE II CRIME AWARENESS AND SECURITY ACT, A COPY OF OUR CRIME STATISTICS IS AVAILABLE UPON REQUEST BY CALLING (631) 632-6350. IT CAN ALSO BE VIEWED ON-LINE AT THE UNIVERSITY POLICE WEBSITE AT http://www.stonybrook.edu/police

Job Category: B) Administrative and Professional Positions (excluding teaching and patient/clinical care).
Posting Date: 07/14/2014
Additional Categories:

PI80890567