Associate Registrar

Description

The Associate Registrar reports to the Registrar and carries primary responsibility to the Registrar’s Office and Campus community in the maintenance and communication (written, electronic and verbal) of student records data. They are responsible for the timely entry and maintenance of student data in the College’s Administrative Software system, will manage data reporting for the National student Clearinghouse and will support transcript production, degree auditing, student enrollment and class scheduling. They will assist the Registrar in ensuring that academic policies are upheld by collaborating with various offices across campus (IT, Admissions, School Deans, academic departments, etc.) and advising students, parents, faculty and staff about departmental and college-wide regulations.

Responsibilities

1. Manage and maintain returning student data
- Administer attendance tracking process for the College including communicating with appropriate institutional stakeholders (instructors, Department Chairs, Deans, Registrar, etc.) to ensure timeliness relative to the posted deadline date
- Administer grade submission process for the College including communicating with appropriate stakeholders (instructors, Department Chairs, Deans, Registrar, etc.) to ensure timeliness relative to the posted deadline date
- Manage, maintain and process: academic record updates (e.g., change of major, adding a minor, etc.) and notify relevant personnel; course substitutions and waivers as approved by appropriate institutional stakeholders; incomplete contract, incomplete extension, and credit pending grades while notifying relevant personnel and working with the respective instructor(s) to ensure delivery of appropriate final grades by agreed upon deadline; grade changes and notify relevant personnel; WD/LOA information/accomplishments and notify relevant personnel; update advisor assignments as needed and notify relevant personnel; post-matriculation transfer credit, including prior learning and claims credits for regional/online students, as needed and notify relevant personnel; academic progress coding/accomplishments

2. Manage and maintain new student data
- Reviews creation or update of record from admissions data push to ensure accuracy and validity of pertinent fields
- Process advisor assignments for incoming traditional students
- Manage and maintain transfer credit for undergraduate students as provided by Academic Advising and for graduate students as provided by the Department Chair
- Performs batch registration for incoming traditional undergraduate students as provided by Academic Advising

3. Manage non-matriculated and consortium population data
- Performs record creation, maintenance, enrollment, enrollment changes, and grade entry for all non-matriculated and consortium populations
- Coordinates with Academic Advising Center and all external groups (CCGS institutions, Acadeum) to ensure appropriate communication is relayed between parties

4. Manage data coordination with the National Student Clearinghouse
- Sets and adheres to the College’s submission schedule for enrollment and degree data files
- Produces, ensures the accuracy of, and submits all data files to the Clearinghouse via their secure upload portal
- Collaborates with IT for any software updates and/or issues related to Clearinghouse data file creation

5. Supervision
- Assists the Registrar in the supervision of the Assistant Registrar and the Course Scheduling/Commencement
- Coordinator regarding student services issues including problem resolution, forms maintenance, and processing of data, transcripts, diplomas, software upgrades, reporting, and service guidelines
- Hires, determines schedule and supervises student worker(s) as necessary to assure proper filing of all original documents in student folders
- Provides support to the Registrar's Office staff with regards to problem resolution, facilitating and ensuring effective working relationships between staff and interoffice relationships, developing documentation and trainings highlighting procedures and best practices, as well as general guidance as necessary

Qualifications

- Bachelor's Degre Required
- Master's Degree Preferred
- At least 5-8 years of work-related experience Required

Knowledge, Skills & Abilities

Administrative Student Data systems, organized, detail oriented, able to communicate (written and verbal) with all levels of the organization, work independently, some training background is beneficial.