Associate Registrar jobs in Pennsylvania

The Associate Registrar for Academic Records is responsible for the overall management and maintenance of student records, degree clearance, and related processing. The Associate Registrar works with the Assistant Registrar for Records Management to maintain student schedule changes and records updates, ensure fulfillment of transcript orders, and evaluate student progress toward degree requirements. The incumbent manages degree clearance and graduation for all graduating students (except Law) three times annually. Additionally, this position is responsible for the development, production, and dissemination of graduation information, the University and School commencement programs, and the issuance of diplomas.

The incumbent must interpret and adhere to the University’s academic policies and procedures, requirements for graduation, and regulations related to registration, etc., and may develop and present options for creating or changing policies and procedures. The position requires managing confidential and sensitive student information, and the incumbent must adhere to strict confidentiality measures including compliance with the Family Educational Rights and Privacy Act (FERPA). The incumbent must work directly with students and campus offices to address questions, concerns, or issues regarding student and academic records, policies, and procedures.

This position reports to the University Registrar and Assistant Provost for Academic Systems.
As a condition of employment, Duquesne University requires all new employees —full-time and part-time, including adjunct faculty—to get a COVID-19 vaccine and provide proof of their vaccination upon commencement of employment.

New employees requesting a religious or documented medical exemption from the vaccine must complete and submit a Duquesne University exemption request form for review and approval. To receive the appropriate exemption request form, contact hrservices@duq.edu. Employees with approved exemptions will be required to be tested on a regular basis.

DUTIES AND RESPONSIBILITIES

Sets schedules, and deadlines for the University related to the work involved in the degree clearance process and graduation. Prepares Graduation Reports for all degree candidates three times annually. Examines the academic records of all candidates for degrees (except Law) and assesses and evaluates compliance with degree requirements in the degree-clearance process. Appropriately interprets and applies University policies in the evaluation process and ensures that the student academic record is factually correct and accurate. Works with schools, academic departments, and academic advisors to research and resolve issues with graduation requirements. Interacts with University employees, students, and families to answer questions, solve problems, or provide needed information related to graduation.

Develops official University communication for prospective graduates and their families regarding degree clearance, the graduation ceremonies, and the distribution of diplomas. Works with Assistant Vice President of Conference and Event Services, Office of Marketing and Communications, and University's Schools and College to plan, coordinate, and oversee the events and activities related to graduation. Maintains commencement and graduation websites.

Supports registration and records administration within the office and across all schools. Interprets and effectively communicates regarding the gathering and maintenance of student records in compliance with federal and state regulations as well as University policies and procedures. Observes and evaluates operations, procedures, and activities and recommends improvements and modification to help maintain smooth operation of daily functions. Works with the University Registrar and Associate Registrar for Systems and Technology to enhance services provided by the office.

Works with appropriate parties when needed including but not limited to Financial Aid, Student Accounts, Academic Departments, Center for Global Engagement, and Office of Admissions to research and resolve issues and problems related to records, registration, and degree completion. Follows through with schools and students to ensure issues are properly resolved and communicated.

Supervises the work of the Assistant Registrar for Records Management, overseeing processing and providing guidance in interpretation of university policies regarding registration, graduation, grade changes, and related functions.

Assists the University Registrar in maintaining the integrity of student records that include, but are not limited to, registration, grade processing, graduation, and transcript processing.
Participates in the development, implementation, and maintenance of policies, objectives, short-and long-range planning related to records, registration, and graduation. Provides service excellence through courteous, informed, accessible, and professional engagement.

Assists with related work and special projects as assigned.

Completes other duties as assigned.

REQUIREMENTS:

Minimum qualifications:

Bachelor’s degree from an accredited institution and a minimum of 3-5 years relevant work experience in a Registrar’s Office.

Candidates must possess management skills and the ability to communicate and maintain comprehensive project schedules and adhere to them, meeting all deadlines.

Candidates must possess strong analytical skills and the ability to interpret and apply academic policies in the evaluation of students' records toward degree compliance.

The incumbent must communicate and collaborate effectively with University personnel, students, faculty, staff, parents, alumni and possess the ability to handle complex and sometimes difficult communications with tact and sound judgment.

Must be able to solve complex problems related to student records and graduation requirements.

Must maintain confidential information and strictly adhere to FERPA regulations.

Preferred qualifications:

Master’s degree is preferred from an accredited institution.

Technical experience and experience with student information systems are highly preferred.

Alternately, the successful candidate may possess any equivalent combination of experience and training, which provides the knowledge, skills and abilities required to perform the essential job functions. This includes, but is not limited to, the following:

Ability to create and maintain complex records and files

Must possess knowledge of PCs and software, preferably Microsoft Office, including Word, Excel, Access

Proficiency with email and internet use

Must possess strong presence of investigative, problem-solving, and critical-thinking skills

Must possess effective organizational, interpersonal, written, and verbal communication skills

Must possess a strong customer service orientation

Ability to work independently and without supervision on responsible and confidential assignments

Ability to use sound judgment in decision-making; ability to evaluate complex issues, determine appropriate courses of action, and propose solutions

Ability to analyze data

Ability to collaboratively work with committees and teams to reach consensus

Ability to promote and adapt to change; sensitivity to the rights of individuals to be treated with dignity and respect as related to the mission of the University.

Commitment to the University’s values of diversity, equity and inclusion, and recognition of the importance of treating each individual with dignity and respect consistent with the University’s Mission. Demonstrated experience with, and understanding of, the broad diversity of the University community (students, faculty, staff and others).

Ability to establish and maintain effective working relationships with the University Community.

Ability and willingness to contribute actively to the mission of the University and to respect the Spiritan Catholic identity of Duquesne University. The mission is implemented through a commitment to academic excellence, a spirit of service, moral and spiritual values, sensitivity to world concerns, and an ecumenical campus community.

APPLICATION INSTRUCTIONS:

Applicants are asked to submit a cover letter, resume, and contact information for three professional references.

Catholic in its mission and ecumenical in spirit, Duquesne University values equality of opportunity as an educational institution and as an employer. We aspire to attract and sustain a diverse faculty and staff that reflects contemporary society, serves our academic goals and enriches our campus community. We particularly encourage applications from members of underrepresented groups and support dual-career couples through our charter membership in this region's HERC (http://www.hercjobs.org/oh-western-pa-wv/).

We invite applicants for this position to learn more about our university and its Spiritan heritage by visiting http://www.duq.edu/about/mission-and-identity/mission-statement. Those invited to campus for an interview may be asked about ways in which they see their talents contributing to the continued growth of our community and furthering its mission.

Duquesne University was founded in 1878 by its sponsoring religious community, the Congregation of the Holy Spirit. Duquesne University is Catholic in mission and ecumenical in spirit. Motivated by its Catholic identity, Duquesne values equality of opportunity both as an educational institution and as an employer.