Assistant Registrar

JOB SUMMARY: The Assistant Registrar provides effective management and leadership within the Office of Student Records and works closely with the Registrar to configure and implement student records policies, procedures and initiatives that support the objectives of the School of Medicine, compliance with internal and external policies, and the strategic plan of the SOM, while providing outstanding customer service to students, faculty and other internal/external constituents. The Assistant Registrar must have a thorough understanding of School of Medicine policy and federal, state, and local laws governing release and appropriate use of student information. Their role is to provide guidance, direction, and analysis for the dependencies between business process, information systems, and data as they relate to the academic mission. The Assistant Registrar must also understand the dependencies and ensure integration between multiple functional areas, such as Admissions, Student Financials, and Financial Aid.

EDUCATION/EXPERIENCE:  Bachelor’s degree and at least two years of relevant work experience, or acceptable combination of education and experience.

ESSENTIAL FUNCTIONS:  

1. Support and engage in high-level and complex student information system setup and processing related to functions handled within the Office of the Registrar, including communication generation, account creation, academic structure maintenance, records-related processes, enrollment-related processes, graduation-related processes, and degree progress programming. Collaborates with Registrar to resolve complex multidimensional issues impacting multiple systems and processes for regulation compliance. student and course data.
2. Provides input on strategic planning, emergency preparedness, State and Federal compliance, student record and data management and statistical analysis, presentation, reporting, and outcome assessment.
3. Establishes goals, prioritize, plan and review the work of direct reports. Provides a high level of service through continuous development and training. Reduces costs and duplication of effort where possible. Creates and promotes a friendly and customer care environment and recognizes staff for being quality service providers.
4. Participate in business process evaluation, enhancement, and re-design efforts that integrate new technologies
5. Responsible for ensuring confidentiality of student data. Performs all work with confidential and sensitive student information under observance of the Family Educational Rights and Privacy Act(FERPA), and other Federal, State, and institutional guidelines. Informs the individuals working with confidential student information about legal restrictions, privileges, and ethical considerations surrounding its use.
6. Assists the Registrar in preparation of state and federal (IPEDS) enrollment and graduation reports. Takes ownership of the data, analyzes and processes data for accuracy and reasonableness.
7. Responsible for timely file submissions (enrollment, degree information, verification) to the NSC (National Student Clearinghouse). Responsible for manual updates to the NSC Clearinghouse System.
8.  Assists with specialized assignments, new initiatives and assists registrar with other duties as assigned.
9. Represent the Office of the Registrar on committees to enhance the professional presence and collaboration of the Office of the Registrar among other university units and offices, and actively engage in relevant national organizations

SKILLS & QUALIFICATIONS:

1. Experience working in a high volume, customer service oriented, academic institution.
2. Outstanding technology and communication skills, leadership skills; comprehensive Student Information System experience; problem solving skills.
3. High level of computer experience with software including Microsoft Office (especially Word & Excel), experience with integrated student information systems (preferably PeopleSoft Campus Solutions)
4. Ability to carry out most tasks with limited supervision, but also work closely and cooperatively with Registrar and support staff 
5. Must be very organized and attentive to detail.
6. Must be able to identify priorities within multiple assignments in a high-pressured, short-deadline environment, while maintaining diplomacy and efficiency. Simultaneously completes multiple priorities and deadlines ensuring on-time completion.

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