ACADEMIC RECORDS - Assistant Registrar Global Campus

Job Classification

  Salaried Full-time (75-100%)

Position summary

The Assistant Registrar for Global Campus carries out a wide range of functions within the Office of Academic Records. Creation, knowledge and adherence to policies and processes supporting faculty and staff in the function to advise students in degree completion is a key responsibility as it relates to off-campus operations. In addition, responsibilities include leadership and supervision for the office in the global campus services and international credentials area, the Assistant Registrar is expected to work with relevant personnel to ensure coordination occurs in all Academic Records functions as it relates to policy, process, communication and training.

Qualifications summary

Minimum of a Bachelor’s degree with a Master’s degree preferred or related knowledge and experience. Previous experience in admissions, academic records, or international credentials preferred.

• Strong technology skills. Experience with Ellucian Banner and Griggs University system highly valued.


• Strong commitment in building cooperative relationships.


• Adherence to integrity and consistent application: Ability to interpret and execute academic policy; to develop and write procedures that correspond and adhere to policy.

Must be a Seventh-day Adventist in good and regular standing.

Duties and responsibilities

• Ensures database systems and customer service in operations set a foundation for policies and processes supporting faculty and staff in the function to advise students in degree completion. This is relevant to the areas of registration, grades, and graduation for global campus and international credentials.
  
  
  
  • Crafts and implements strategic initiatives
  
  
  • Upholds policies and determining principles behind policy
  
  
  • Determines appropriate exceptions to policy
  
  
  • Creates processes for exceptions to policy to ensure consistency
  
  
  • Reviews and updates standard definitions & workflow for processes based on industry standards and best practices
  
  
  • Gathers data, develops metrics and conducts assessment based on key performance indicators
  
  
  • Recommend changes to policy
  
  
  
  


• Works with global campus and off-campus locations to ensure coordination occurs in all Academic Records functions as it relates to policy, process, communication and training.
  
  
  
  • Setting up new agreements and teach-out arrangements with off-campus locations.
  
  
  • Standardizing policies and processes to mirror on-campus processes.
  
  
  • Maintaining a procedures manual for off-campus sites.
  
  
  • Problem solving issues related to the implementation of the agreements.
  
  
  
  


• Collaborates and advises global campus/Director Off Campus Programs on the admission, degree requirements, and graduation issues that are special or unusual.


• Maintains familiarity with the various off campus agreements to make sure the requirements are being met for both admissions and graduation.


• Plays a key role to ensure personnel at off-campus locations uses Registrar Office best practices

Admissions (Undergraduate Only)

• Manages academic records of all students applying for university admission through undergraduate off campus programs.


• Reviews and approves/denies admissions to the different off campus programs, on the basis of the requirements of the students’ chosen program.

Records

• Oversee the records processes performed by the Degree Audit Specialist.


• Sets up semester parameters and the schedule in the Ellucian Banner system which provides the infrastructure for registration processes for off-campus sites.


• Responsible for the entry of program, course and schedule offerings at off-campus sites.


• Handles inquiries concerning off-campus student’s records, grades, transcripts, graduation and other matters (current and inactive).


• Engages in troubleshooting and problem solving of off-campus issues.


• Monitors the petition and transfer credit evaluation approval processes.


• Oversees document management for off-campus programs students’ records.


• Solves problems with off campus site transcript requests when necessary.


• Solves problems with off-campus sites regarding off-campus financial holds.


• Researches, troubleshoots, and problem solves issues with students who have been out of school for a long time.


• Reviews, verifies and processes graduation applications and degree audits.


• Communicates with the various off-campus sites to obtain the documents necessary for processing the graduation documents.


• Evaluates degree audits to ensure applicants have met all degree requirements and notifies applicants/department of any deficiencies.


• Processes and reviews applications and petitions to ensure exceptions are appropriate and consistently applied.


• Works closely with the Academic Deans’ offices on special or unusual cases relating to degree requirements and graduation.

International Credentials

• Serves as an expert on international education systems.


• Completes international credential evaluations for transcripts of off-campus undergraduate applicants.


• Recommends and upholds policy, process/standards and training regarding international credential evaluations.


• Ensures personnel across campus are using Registrar Office best practices.

Communication and Committees

• Maintains regular communication with the registrars and program directors of the off campus site.


• Deals with questions that should have been directed at someone else to maintain good customer service.


• Capable to chair the monthly meetings with affiliation sites.


• Serves as secretary for the Off-campus Programs Committee and relevant committees.


• Serves on the Admissions committee

General Academic Records Functions

• Serves as notary for the Academic Records Office.


• Responsible for document management of off-campus programs students.


• Maintains and updates forms and procedures manual used for off campus programs.


• Assists in preparing the printed program and related graduation ceremony materials.


• Assists the Grand Marshall on graduation weekends.


• Performs other duties as needed or requested.

Supervisory responsibilities

• Supervises up to two full-time positions and student workers including but not limited to a Degree Audit Specialist.


• Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.


• Oversees the Undergraduate and Graduate Records office on behalf of the Associate Registrar in their absence.

Qualifications

Education and experience

Minimum of a Bachelor’s degree with a Master’s degree preferred or related knowledge and experience. Previous experience in admissions, academic records, or international credentials preferred.

General qualifications and personal qualities

• Adherence to integrity and consistent application: Ability to interpret and execute academic policy; to develop and write procedures that correspond and adhere to policy


• Project management skills with successful outcome: implementation of new initiatives and process; ability to think critically and analyze data; track record of effectiveness in meeting deadlines; ability to remain calm under pressure; accuracy and care for details.


• Well-honed problem solving and conflict resolution skills: ability to analyze, synthesize, and disseminate complex information, identify concerns and alternatives, and formulate feasible and logical solutions


• Demonstrated skills in database management and information reporting


• Basic mathematical skills: Add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Compute rate, ratio, and percent.


• Proven ability to work in a fast-paced and dynamic environment


• Strong knowledge of AACRAO and FERPA guidelines preferred but not required.

Must be a Seventh-day Adventist in good and regular standing.

Technical competencies

• Strong technology skills: Knowledge of and successful experience with a variety of computer applications including spreadsheets, word processing and project management software.


• Experience with Ellucian Banner and Griggs University system highly valued.

Interpersonal interactions

• Excellent communication and interpersonal skills


• Strong commitment in building cooperative relationships


• People-centered problem solving: Commitment to cross-functional problem solving, a people-oriented environment, positive responses to change, and working successfully with a diverse community is expected


• Experienced, mature, and competent manager who is willing and able to create and sustain a collegial, collaborative environment where people are treated fairly, ethically, and professionally.

Physical demands

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  Regularly: Sit, talk, hear and use hands to work with the computer keyboard.
  


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  Occasionally: Walk, reach with hands and arms, and stoop and kneel for filing.
  


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  Occasionally: Lift and/or move up to 20 pounds.
  


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  Vision abilities required: Close vision, and ability to adjust focus.
  

Work environment

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  Noise level in the work environment is usually moderate.