Assistant Registrar

Adair Village, Benton County / Corvallis, Benton County
Aug 01, 2014

Appointment Type: Administrative/Professional Faculty

Department: Office of the Registrar 106140 XEM

Position Summary: The Office of the Registrar invites applications for a full-time (1.0 FTE), 12-month, fixed term Assistant Registrar position. Reappointment is at the discretion of the Registrar.

The Registrar's Office is a mission-critical unit for the university. It is responsible for assuring the integrity of academic procedures, data, and records, utilizing complex technologies like the Banner Student Information System, document imaging, and sophisticated report writing tools such as BI Query Tools and Reports. The office administers student registration, academic records, course records, management reports, produces enrollment statistics, maintains the degree audit functions and issues official academic transcripts. It determines students eligible for degrees, issues diplomas, administers policies regarding students with academic deficiencies, enforces academic regulations, maintains the official course catalog, builds the schedule of classes, and assigns academic classrooms. Other major functions include certifying student enrollment, verification of degree completion, acting as a liaison with the Veterans Administration, NCAA Athletics Compliance Officers, and furnishing information regarding all of the above matters to others within and outside the university.

This position provides leadership and supervision of essential services: the management of all student records, registration, grading, transcripts, enrollment/degree verification, term setup and end of term processing. This position also provides support and back-up assistance to the compliance functions of the office which are the following: graduation auditing, Veteran's customer service, and NCAA records support. This position oversees all document and transaction processing in person, electronically, and utilizing document management technologies as well as handling telephone support service to customers as a call center that serves the entire student population and external parties. This position is also responsible for special programs supported by the university such as EOP, INTO, Study Abroad and Summer Session; shares in the responsibility for petitions to the academic regulations and academic standing; ensures enforcement of applicable university, state and federal regulations and laws; and serves on university mission-critical committees as assigned by the Registrar: Rotational member of the Academic Requirements Committee, Academic Standing Committee, Student Conduct Committee, Financial Aid Appeals Committee and other committees where Office of the Registrar representation is needed. Functions as a member of the Registrar's management team by providing leadership and supervision of essential services, and provides information and service to customers. As a member of the management team, the incumbent also contributes to the annual commencement event and activities related to operational preparation. Assures currency of all public service information issued by the office; supervises training in policies and procedures. Customers include students, faculty, administrators, staff, and members of the public such as parents and government officials.


Position Duties: 45% Registrar's Office Operations
Works collaboratively with the Registrar and other members of the management team to determine procedures and policies for the delivery of the following services: registration, records, grading, graduation auditing, enrollment/degree certifications, term set up, end of term processing, special programs, commencement operations and other public services.

Makes effective use of the Student Information System, DW/CORE tools and reports, MyDegrees and the NOLIJ Web Document Management system to process student transactions and documents. Ensures operational staff are well directed/managed, trained, and informed.

Maintains currency of the Banner Student Information System and ensures consistency in all aspects of operations. Runs GQL queries for office supervisors and other university staff.

Works closely to ensure adequate coverage of daily responsibilities by Registrar's Office staff, adjusting priorities, procedures, and staff to provide the best possible client experience.

20% Management & Supervision
Assists in overall office management.

Maintains currency of knowledge of all office procedures and policies. In the Registrar's absence, collaboratively works with other members of the management team regarding office procedures and practices.

Chairs office or campus project teams or special committees. Undertakes research and analysis on issues related to the office. Serves on various mission critical committees as assigned by the Registrar.

Rotational member of university mission-critical committees as assigned by the Registrar: Academic Requirements Committee, Academic Standing Committee, Student Conduct Committee, Financial Aid Appeals Committee and other committees where Office of the Registrar representation is needed.

Supervises 7 staff including hiring, training, evaluation and professional development. Develops and maintains position descriptions and applicable policies and procedures.

20% Campus coordination
Coordinates Office of the Registrar processes with various campus offices and departments, working collaboratively to solve problems and improve services.

Extensive outreach to various program administrators for special programs served by our office as well as faculty and staff, both on and off campus, including external institutions where OSU partnerships exist such as EOU, OHSU, etc.

This position analyzes the unique needs of existing and new special programs and designs administrative procedures within the context of current academic regulations and practices. Responsible for the on-going operations and processing of the schedule that integrates with Enterprise Computing (PIPs Schedule).

Meets with students, faculty, and staff to solve problems related to the work of the Office of the Registrar as well as the OSU Academic Regulations. Reviews and makes decisions regarding special requests or processes including exceptions to policy and protocol.

Coordinates registration and records procedures with admissions procedures, fee billing and payment, and financial aid awarding by coordinating with the following offices: Admissions, Financial Aid, Bursar as well as ECampus and Cascades Campus.

Position Duties (continued): 10% Training
Works collaboratively with the Registrar and all other Office of the Registrar managers on the future implementation of new technologies, products, and services.

Participates in the review of existing and newly formulated policies and procedures necessary for the seamless implementation of these new products, technologies, and services both within the Office of the Registrar and campus-wide.

Provides leadership in the training of personnel of new application functionality, tools, and processes as needed. Provides recurring training for staff on processes and procedures as they relate to regulations, state and federal laws and requirements that exist for the purposes of internal auditing standards.

5% Professional development and other duties as assigned

Maintains currency in professional literature; attends on-campus training sessions. Participates in and contributes to state, regional and national professional organizations. Performs other duties as a member of the management team and at the need of the office.

Working Conditions/Work Schedule:

Minimum/Required Qualifications: Bachelor's Degree in field of choice.

3-4 years of full-time substantive management and administrative responsibility in a registrar's office or related office in a university with a complex student information system and experience university academic regulations, procedures and practices within a degree-granting accredited institution. Office experience must include problem solving and supervision of professional staff.

Strong desktop and PC computing skills including the use of large scale information systems, reporting environments and auditing tools.

Excellent interpersonal, verbal, and written communication skills and the proven ability to work successfully with multidisciplinary teams and diverse populations. Experience in a customer service environment.

Excellent analytical skills that demonstrate the successful evaluation of protocols, procedures and processes and improvement plans.

A demonstrable commitment to promoting and enhancing diversity in the workforce.

Experience working as a team member on projects and implementation of new initiatives.

Involvement in professional organizations.

This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a Criminal History Check and be determined to be position qualified as per OAR 576-055-0000 et seq. Incumbents are required to self-report convictions and those in Youth Programs may have additional Criminal History Checks every 24 months.

Preferred (Special) Qualifications: Master's Degree in field of choice.

Five years supervisory experience at an institution of higher education.

Demonstrable experience in development documentation and training for employees.

Five years of professional-level experience utilizing multiple registrar's office functions such as SIS, catalog development, degree evaluation, NCAA certification, automated transcript systems, interpretation of federal and state privacy regulations and managing and organizing commencement activities.

Scholarly Outcomes for Position (academic faculty only):

Posting Date: 07-31-2014

For Full Consideration Date:

Closing Date: 08-22-2014

Recommended Full-Time Salary Range: $46,608-$79,308

Posting Number: 0012888

Quicklink for Posting: