POSITION IDENTIFICATION
TITLE Associate Registrar, Records and Registration
CLASSIFICATION NUMBER 1219
GRADE 44
CLASSIFICATION Exempt
IMMEDIATE SUPERVISOR Registrar
GENERAL FUNCTION
The Associate Registrar, Records and Registration provides leadership to staff and serves as a resource for information related to student records, student registration, student data, reports, and student-related systems. The Associate Registrar, Records and Registration oversees all registration processes, special enrollment programs, National Student Clearinghouse reporting; manages transcript and credential production for the University; and assures accuracy of student records. This position interprets, explains, and enforces academic policies and procedures for the campus community. The Associate Registrar, Records and Registration coordinates with Financial Services and the Provost’s Office to assess tuition and fees in accordance with the Board of Governor’s fee resolution. This position directed and provides a high quality of customer service and senior project leadership on special projects.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A bachelor’s degree is required; a master’s degree is preferred. An equivalent combination of years of experience and education may be considered for substitution of educational requirements.
Experience: Five years of related professional work experience is required. Experience working with complex data systems is required. Two years of supervisory experience is required. Experience working in a registrar’s or closely related office with similar responsibilities is preferred. Experience working with the Banner student module is preferred.
Skills: Effective organizational, management, leadership, computer, communication, and interpersonal skills are required. The ability to learn and use query tools is required. The ability to effectively disseminate management information regarding academic regulations and degree requirements to various University constituencies is required. The ability to manage details associated with the implementation of complex policies and procedures is required. Effective decision-making skills are required. The ability to interpret and enforce University, state, and federal regulations and procedures is required.
Effort: Significant computer keyboarding work is required. Occasional reaching, bending, and stretching to retrieve files are required.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Maintains a thorough knowledge of academic policies and procedures, serves as a resource for the campus about academic policies and procedures, and interprets, explains and enforces academic policies.
2. Oversees registration by developing and documenting policies and procedures, implementing and maintaining effective systems, and working in cooperation with the Registrar and others to ensure registration-related policies and procedures are enforced.
3. Oversees the processing of established special enrollment programs by ensuring that their students are registered in the appropriate classes and charged tuition appropriately.
4. Oversees the development, dissemination, and enforcement of the registration sequence for each registration cycle, including setting priority dates for approved categories of students and supervising the input, maintenance, and testing of the prerequisite checking, registration sequence, refund, and cancellation tables on the student information system.
5. Assures the accuracy and security of student information by developing procedure for maintaining student records in accordance with the Family Educational Rights and Privacy Act (FERPA) and conducting data discrepancy reviews and resolving errors on student records related to course registration, grades, or appeals.
6. Coordinates with Financial Services on programing Banner with the processing rules related to assessing tuition and fees applied to individual classes, resulting in the application of tuition and fee charges to student accounts and investigates and explains charges on student accounts.
7. Oversees end-of-term processing, including the operation of grade submission windows, end-of-term repeat processing, mixed credit/senior permission processing, and academic standing processing.
8. Oversees the reporting of enrollment information to the National Student Clearinghouse and facilitates resolution of related system and data discrepancies.
9. Oversees the production of transcripts, credentials, student enrollment and degree verifications.
10. Enforcement and oversight of records retention in keeping with the state requirements.
11. Participate as needed on university committees. The core of this advisory type role is to bring the perspective of the Office of the Registrar to the work of committee in regard to the impact on student records, registration and scheduling. Chair committees as assigned that oversee the work within the purview of the Office of the Registrar, specifically related to student records and registration.
12. Resolves problems and enhances various processes, projects, procedures, etc. by employing critical thinking skills and creativity.
13. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses required by the Registrar.
14. Contributes to the overall success of the Office of the Register by performing all other duties and responsibilities as assigned.
SUPERVISION
The Associate Registrar, Records and Registration oversees the work of full-time non-exempt, part-time, and student employees, and makes recommendations which are given particular weight regarding the hiring, firing, advancement, promotion, and other changes of status of those supervised.
OFFICE OF HUMAN RESOURCES
REVISED JANUARY 2025