Associate Registrar

Job Type:

Staff

Job Description:

The Associate Registrar serves as part of the Registrar team which performs complex work in administering processes and providing services related to student academic records, registration, class scheduling, and enforcement of academic regulations, to include management of data in the student information system and other university systems and oversight of academic policy as it applies to university students and programs. The Associate Registrar serves as one of the primary experts in the university student information system and leading the office in ensuring that the system is configured and utilized efficiently and productively. The Associate Registrar serves as a Designated Student Official for SEVIS in international student visa compliance. In the absence of the Registrar, the Associate Registrar oversees all aspects of the office functions related to student records and supervises Registrar Office personnel.

Essential Duties and Responsibilities:

• Provides effective customer service by having a thorough understanding of applicable academic regulations, rules, laws, policies, and procedures related to registrar functions and applying that knowledge to the provision of information, problem solving, and information processing
• Maintains the integrity of academic records by understanding the information contained in various databases, changing, correcting, or modifying that information accurately and in compliance with academic regulations, correctly interpreting that information and explaining it to students, staff, and faculty, as needed, and reviewing reports to identify errors. Regularly audits individual student records and reviews aggregate reports to ensure near 100% accuracy at all times
• Provides leadership for student information system-related issues; serves with the Registrar as the primary points of contact for the system in the Registrar Office to ensure that the student information system is utilized efficiently and productively
• Provides primary oversight in the management, security, and archiving of student academic records
• Oversees production of academic catalog, review of academic policies, FERPA compliance and commencement processes
• Responds to and manages internal and external requests in the procurement and production of records and data
• Coordinates team in meeting monthly enrollment reporting obligations to the National Student Clearinghouse and other related issues with the Clearinghouse
• Serves as a Designated School Official (DSO) under the Student and Exchange Visitor Information Program (SEVP) and works with university constituents to resolve visa-related immigration issues for international students
• Partners with the University Registrar to develop and administer Registrar protocols and communications; serves as primary point of contact with University’s web team to ensure accurate information is disseminated to appropriate constituents
• Performs degree audits, conferral of degrees, and maintains academic requirements for programs across the University. Posts degree conferral in a timely fashion to ensure that accurate transcripts and diplomas are distributed quickly to licensing boards and other third parties post-graduation
• Works directly with curriculum committees and academic divisions to configure and implement timely programmatic changes, while ensuring they meet accreditation and University policy standards
• Seeks out professional development to optimize performance with guidance from supervisor
• Represents the department and the University favorably and in accordance with established Core Values and expectations
• Performs other duties as assigned or directed to meet the goals and objectives of the unit. In all areas, operational excellence and continuous improvement is expected
• Works under minimal supervision

Supportive Functions:

• Performs other administrative tasks as needed (i.e., filing, preparing documentation)
• Participates in developing department goals, objectives, and systems.
• Actively participates in team and University meetings

Qualifications:

• Master’s degree required, with a preference in subject areas related to Student Services, Educational Administration or College Student Personnel
• Three to five years’ experience in university/college Registrar Office, with two years in a leadership position. Medical/Health Professions records experience is strongly desired
• Two years’ supervisory experience preferred
• Knowledge of student academic records in accordance with federal and state regulations and university policy
• High level of computer literacy in the use of personal computers and/or mainframe computers is required and includes keyboarding ability, and proficiency with Microsoft Office or comparable application suites
• Significant experience in managing enterprise student records/student information systems, with a focus on data integrity, testing, business process improvement, thorough operational documentation, and integration with ancillary systems
• Ability to design and administer complex processes and engage in independent decision-making is preferred
• Excellent customer service and interpersonal skills, with ability to interact effectively and work efficiently with people at all levels in an organization
• Demonstrated ability to effectively manage time and organize multiple priorities
• Strong verbal and written communication skills
• Keenly attentive to detail
• Ability to keep sensitive information confidential

Physical Requirements:

• Physical dexterity sufficient to use hands, arms, and shoulders repetitively to operate a keyboard and other office equipment, use a telephone, access file cabinets and other items stored at various levels, including overhead
• Ability to speak and hear well enough to communicate clearly and understandably with sufficient volume to ensure an accurate exchange of information in normal conversational distance, over the telephone, and in a group setting
• Ability to continuously operate a personal computer for extended periods of time (4 or more hours)
• Mental acuity sufficient to collect and interpret data, evaluate, reason, define problems, establish facts, draw valid conclusions, make valid judgments and decisions

The essential physical and mental requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Equal Opportunity Employer

KCU is committed to promoting an equal employment opportunity workplace. Equal opportunity is and shall be provided for all employees and applicants for employment on the basis of their demonstrated ability and competence without discrimination on the basis of race, color, religion, sex, age, national origin, genetic information (GINA), physical or mental disability, pregnancy, sexual orientation, gender identity, marital status, familial status, ancestry, military and/or veteran status, and/or any other status protected by applicable Federal, state or local law.

Annual Security Report

KCU is committed to providing a safe campus for students, faculty, and staff. Our annual campus security report lists campus crimes and statistics for the campus and public areas around campus for the last three years, in accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act.

Thank you for your interest in a career at KCU!