Assistant Registrar

Job Summary

The Assistant Registrar will take on a major role in leadership and development for the Registrar’s Office. The Assistant Registrar is responsible for strategic planning, managing, reporting, and coordinating various activities related to staff, academic records, student registration, class schedule/catalog, and graduation. Thorough knowledge of Registrar Office functions, FERPA, records management, and SIS systems are imperative. This position involves extensive and direct interaction with students, faculty, staff, academic departments, and administration.

The key component to this position is the ability to work with diverse individuals in a high-traffic environment, excellent customer service and professionalism, and attention to detail.

The Assistant Registrar will assess daily Registrar processes and services within 30 days to identify opportunities for improvement, create a strategic plan for records retention/digitization within 60 days, and execute initial phases within 90 days.

Essential Functions

• Responsible for managing day-to-day operations, and planning activities related to the Registrar functions with confidentiality and integrity.
• Establishes objectives and leads development opportunities.
• Provides training, guidance, and evaluates staff operations.
• Supervises activities related to the maintenance and retention of academic records and imaging, grades, registration, academic calendar, records including imaging, and graduation processes.
• Assists to maintain University compliance with best practices and meeting state and federal guidelines for records, transcripts, and graduation.
• Assists with policy, SIS, and other academic and non-academic problem-solving situations.
• Certifies transcripts and graduation credentials.
• Assist with maintenance and distribution of registrar data reports using SIS data, Cognos, and MS Excel/Word.
• Works with a team to provide support for the Registrar’s Office to implement a structured plan for records, registration, transfer articulation, and graduation.
• Coordinate schedule academic scheduling timeline to ensure creation, editing and distribution is completed in adherence to all deadlines.
• Maintain active faculty data in SIS for course scheduling.
• Maintain Registrar Office Policy & Procedures Manual and any training documentation.
• Creates and ensures all parties adheres to the academic scheduling timeline to ensure it is ready and correct for registration in a timely manner
• Collaborates with the Academic Affairs - Retention and Student Success team for strategic planning, higher retention and graduation rates, and lower default rates.
• Perform other duties and special assignments as deemed necessary by the Registrar, Assistant Provost for Academic Affairs - Retention and Student Success, or other administrators.

Minimum Education and Experience

• Master’s Degree preferred.
• A Bachelor’s Degree will be considered with prior experience
• At least three years of experience working in a college or university Registrar's office or related student administrative office
• Experience working directly with students and the ability to work successfully with persons of diverse backgrounds including sensitivity to their needs and concerns is require
• Must be committed to student success and providing quality service to students seeking post-secondary education

Knowledge, Skills, and Abilities

• The ability to lead, coach, and provide performance feedback effectively to a diverse team of employees
• The ability to collaborate and work in partnership
• The ability to work independently with little direct supervision
• The ability to problem solve and make independent decisions regarding the office
• The ability to present yourself in a professional manner while representing the university
• Ability to work some evenings and weekends

Supervisory Responsibility

• Yes

Physical Requirements

• Must be able to exert up to 10 pounds of force occasionally, and/or a negligible amount of force constantly to lift, carry, push, and pull or otherwise move objects, including the human body
• Light Work usually requires walking or standing to a significant degree

Working Conditions and Environment

• Work is routinely performed in a typical interior/office environment
• Very limited or no exposure to physical risk

"Please No Phone Calls"

Due to the large number of applications submitted and the high volume of applicant inquiries we receive regarding the status of applications, we are unable to accept phone calls or walk-in inquiries regarding applicant status. Only those candidates selected for interviews will be contacted.

EOE Statement

Harris-Stowe State University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.

The above statements are intended to describe the general nature and level of work being performed and assigned for this position. This is not an exhaustive list, nor is it limited to all duties and responsibilities associated with the position. HSSU management reserves the right to amend and change the responsibilities to meet business and organizational needs as necessary.