Wednesday, February 3, 2010
The University Registrar Role
The Registrar will:• Use exceptional leadership and supervisory skills to lead the Office of the University Registrar, both in its strategic direction and its complex and detailed daily operations.• Establish and maintain collaborative and effective working relationships with a diverse group of leaders across campus.• Apply exceptional communication skills, with the ability to explain complex concepts, ideas, and issues to a broad range of campus constituents.• Employ excellent analytical and organizational skills.• Possess a sophisticated understanding of the applications of technology to the functions of the Registrar’s Office. DUTIES AND RESPONSIBILITIES: • Lead the Registrar’s Office in a rapidly growing and changing university and address the needs engendered by significant enrollment growth.• Manage successful, seamless term starts with a growing student population and the introduction of new programs (i.e. University College and General Education). • Ensure compliance with academic, regulatory, and accreditation policies and requirements. • Provide leadership, support and direction for the Registrar Management Team. • Oversee the efficient operation of the Registrar’s Office. • Collaborate with constituents to revise policies and procedures. • Provide guidance and advice regarding policies and procedures to appropriate campus governing committees such as the Academic Policies and Procedures Committee, the Faculty Senate, the University Advising Council, and others whenever necessary.• Work with faculty and administrators to align academic programs with the strategic mission of the University. • Facilitate continuous assessment and improvement of the services of the Registrar’s Office.
Sample Job Description: University Registrar
Sample Job Description: University Registrar
FUNCTION: Provide leadership to plan, organize and manage all of the activities related to the Records and Registration Department, including serving as the official authorized keeper of the university's student records.
ESSENTIAL RESPONSIBILITIES:
Hire, supervise and evaluate the Records and Registration staff
Organize and administer the records, registration and graduation functions, including transcript evaluations, Health Professions admissions and the IAI certification process in order to provide maximum service to students while ensuring efficient and effective workflow.
Participate and serve as part of the Student Services Team. Lead initiatives as determined by the Dean.
Supervise the coordination, evaluation and certification of all graduation applications, while overseeing the complete graduation process to include all elements of the rehearsal and ceremony.
Responsible for collecting, recording, maintaining and reporting of student records within FERPA guidelines, e.g., grades, registration data, transcripts, mid-term verification, athletic eligibility and ICCB audits and other associated audits
Provide leadership and develop appropriate recommendations for the implementation of related technology application in support of enhanced services offered through Registration and Records
Develop and administer the departmental budget
Problem solve the research, analysis and resolution of student disputes as they relate to records and registration
Collaborate with administrators, deans, faculty, IT and counselors to facilitate and improve services to students, including catalog and registration/records policy questions.
Administer the collective bargaining agreement for the support staff contract.
Serve as ex-officio member of Curriculum Committee
ADDITIONAL RESPONSIBILITIES:
This job description is not intended to be all inclusive and the employee will also perform other reasonably related duties as assigned by the Dean.
Participate in professional development activities and serve on college committees that support the goals and objectives of the division of the college
Provide back-up for records and registration services, including registering students, issuing transcripts, answering phones, scanning, reporting grades and working special events
MINIMUM REQUIREMENTS:
Masters degree in student services, educational administration or a related area.
Proven record of successful supervisory experience in a people-oriented environment
3 years of direct experience or 5 years in a related area. Preferred 5 years of direct experience in a community college
Demonstrated understanding of the application of technology to deliver Records and Registration services.
A proven record in working successfully with diverse populations
A positive attitude and ability to plan and adapt to change
Ability to collaborate effectively with college departments and cross-functional teams
Strong interpersonal, oral and written communication skills
FUNCTION: Provide leadership to plan, organize and manage all of the activities related to the Records and Registration Department, including serving as the official authorized keeper of the university's student records.
ESSENTIAL RESPONSIBILITIES:
Hire, supervise and evaluate the Records and Registration staff
Organize and administer the records, registration and graduation functions, including transcript evaluations, Health Professions admissions and the IAI certification process in order to provide maximum service to students while ensuring efficient and effective workflow.
Participate and serve as part of the Student Services Team. Lead initiatives as determined by the Dean.
Supervise the coordination, evaluation and certification of all graduation applications, while overseeing the complete graduation process to include all elements of the rehearsal and ceremony.
Responsible for collecting, recording, maintaining and reporting of student records within FERPA guidelines, e.g., grades, registration data, transcripts, mid-term verification, athletic eligibility and ICCB audits and other associated audits
Provide leadership and develop appropriate recommendations for the implementation of related technology application in support of enhanced services offered through Registration and Records
Develop and administer the departmental budget
Problem solve the research, analysis and resolution of student disputes as they relate to records and registration
Collaborate with administrators, deans, faculty, IT and counselors to facilitate and improve services to students, including catalog and registration/records policy questions.
Administer the collective bargaining agreement for the support staff contract.
Serve as ex-officio member of Curriculum Committee
ADDITIONAL RESPONSIBILITIES:
This job description is not intended to be all inclusive and the employee will also perform other reasonably related duties as assigned by the Dean.
Participate in professional development activities and serve on college committees that support the goals and objectives of the division of the college
Provide back-up for records and registration services, including registering students, issuing transcripts, answering phones, scanning, reporting grades and working special events
MINIMUM REQUIREMENTS:
Masters degree in student services, educational administration or a related area.
Proven record of successful supervisory experience in a people-oriented environment
3 years of direct experience or 5 years in a related area. Preferred 5 years of direct experience in a community college
Demonstrated understanding of the application of technology to deliver Records and Registration services.
A proven record in working successfully with diverse populations
A positive attitude and ability to plan and adapt to change
Ability to collaborate effectively with college departments and cross-functional teams
Strong interpersonal, oral and written communication skills
Assistant Registrar Resposibality
Summary: Implements and exercises functional authority for planning, organization, control, integration, and completion of projects within area of assigned responsibility.
Essential Duties and Responsibilities: include the following. Other duties may be assigned.
Oversees the daily operations and maintenance of academic, student, and course schedule records.
Coordinates with University departments to ensure processes and systems are maintained, updated, and upgraded as necessary; provides access to university systems to key personnel; responsible for annual maintenance of academic history update guidelines and registration/enrollment guidelines.
Monitors graduation processes and accuracy of graduation list; participates in commencement ceremonies.
Promotes organization polices and procedures in compliance with local, state, and federal rules and regulations; advises University personnel regarding the development and implementation of regulatory strategy, potential areas of regulatory concern, and new government/regulatory developments.
Implements directives corresponding to division or department outlining policy, program, or operational changes.
Ensures operational efficiency and economy of divisions or departments.
Assists in developing and implementing short and long-range plans, conceptual designs, and capital outlay (budget) requirements and documentation for assigned area(s).
Provides training policies, standards, guidelines, and security monitoring processes in relation to general control, privacy regulations, and development and operation of the University’s infrastructure.
Monitors the formulation and coordination of account specifications, requirements for monetary transactions, and associated documents; reviews and approves negotiated agreements for area(s) of assigned responsibility.
Reviews and approves documentation relating to needs specific to assigned area(s).
Reviews cost factors and estimates used in planning, organizing, and scheduling work, preparing bids, selecting vendors or subcontractors, and determining cost effectiveness.
Understands department’s role in accomplishing the University’s mission.
Compiles and submits reports as required by management, state, local, and federal regulatory agencies.
Acts as liaison between department and internal or external customers; participates in various committees, professional trainings, industry conferences, and conventions.
Complies with all State and University policies.
Supervisory Responsibilities:
Is responsible for the overall direction, coordination, and evaluation of these units. 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.
Essential Duties and Responsibilities: include the following. Other duties may be assigned.
Oversees the daily operations and maintenance of academic, student, and course schedule records.
Coordinates with University departments to ensure processes and systems are maintained, updated, and upgraded as necessary; provides access to university systems to key personnel; responsible for annual maintenance of academic history update guidelines and registration/enrollment guidelines.
Monitors graduation processes and accuracy of graduation list; participates in commencement ceremonies.
Promotes organization polices and procedures in compliance with local, state, and federal rules and regulations; advises University personnel regarding the development and implementation of regulatory strategy, potential areas of regulatory concern, and new government/regulatory developments.
Implements directives corresponding to division or department outlining policy, program, or operational changes.
Ensures operational efficiency and economy of divisions or departments.
Assists in developing and implementing short and long-range plans, conceptual designs, and capital outlay (budget) requirements and documentation for assigned area(s).
Provides training policies, standards, guidelines, and security monitoring processes in relation to general control, privacy regulations, and development and operation of the University’s infrastructure.
Monitors the formulation and coordination of account specifications, requirements for monetary transactions, and associated documents; reviews and approves negotiated agreements for area(s) of assigned responsibility.
Reviews and approves documentation relating to needs specific to assigned area(s).
Reviews cost factors and estimates used in planning, organizing, and scheduling work, preparing bids, selecting vendors or subcontractors, and determining cost effectiveness.
Understands department’s role in accomplishing the University’s mission.
Compiles and submits reports as required by management, state, local, and federal regulatory agencies.
Acts as liaison between department and internal or external customers; participates in various committees, professional trainings, industry conferences, and conventions.
Complies with all State and University policies.
Supervisory Responsibilities:
Is responsible for the overall direction, coordination, and evaluation of these units. 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.
Career Story: Assistant Registrar At A University
Career Story: Assistant Registrar At A University
Assistant Registrar At A University
Job Title: Assistant Registrar
Type of Company: I work at a university
I program a system that helps students figure out if they are on track to complete their requirements for graduation. This includes their general university requirements as well as their major and minor requirements. Part of this process includes working with the major and minor departments to be sure I understand the requirements so that I can program them into the system and meeting with students who are having trouble meeting the requirements or who, upon graduation time, have failed to meet them and need to make alternate arrangements to complete them after their four years of college have passed.
A large part of my job is enforcing the university requirements, to the dismay of some students, but then trying to help them figure out what it will take for them to meet those requirements given their circumstances. I also spend much of my time dealing with technical problems in our computer system. So when people in my office or students have problems with the system, I help them troubleshoot the problem and resolve it. I also coordinate most of the academic elements of commencement such as completing of requirement for graduation, honors for degrees, granting degrees, ordering diplomas, making sure that diplomas get to students at commencement.
Best and Worst Parts of the Job: My job involves a lot of interaction with angry students, parents and faculty. You have to be prepared for that because it is difficult to deal with. Telling students that they will not graduate is also very difficult. I am often dealing with students in crises and who are having trouble handling their own circumstances. It is hard to talk them through productive ways to handle their situation.
When I'm not dealing with crises, I often get to spend my time working on the technical parts of the system like coding degree requirements or system set-up. That technical work is definitely the best part of the job.
Job Tips: 1. If you don't like working with students, don't take a job in the Registrar's Office.
2. If you don't have the patience for customer service, don't take a job in the Registrar's Office.
3. If you are interested in a real technical position, you probably won't find it in a Registrar's Office. You should look in an IT office
Assistant Registrar At A University
Job Title: Assistant Registrar
Type of Company: I work at a university
I program a system that helps students figure out if they are on track to complete their requirements for graduation. This includes their general university requirements as well as their major and minor requirements. Part of this process includes working with the major and minor departments to be sure I understand the requirements so that I can program them into the system and meeting with students who are having trouble meeting the requirements or who, upon graduation time, have failed to meet them and need to make alternate arrangements to complete them after their four years of college have passed.
A large part of my job is enforcing the university requirements, to the dismay of some students, but then trying to help them figure out what it will take for them to meet those requirements given their circumstances. I also spend much of my time dealing with technical problems in our computer system. So when people in my office or students have problems with the system, I help them troubleshoot the problem and resolve it. I also coordinate most of the academic elements of commencement such as completing of requirement for graduation, honors for degrees, granting degrees, ordering diplomas, making sure that diplomas get to students at commencement.
Best and Worst Parts of the Job: My job involves a lot of interaction with angry students, parents and faculty. You have to be prepared for that because it is difficult to deal with. Telling students that they will not graduate is also very difficult. I am often dealing with students in crises and who are having trouble handling their own circumstances. It is hard to talk them through productive ways to handle their situation.
When I'm not dealing with crises, I often get to spend my time working on the technical parts of the system like coding degree requirements or system set-up. That technical work is definitely the best part of the job.
Job Tips: 1. If you don't like working with students, don't take a job in the Registrar's Office.
2. If you don't have the patience for customer service, don't take a job in the Registrar's Office.
3. If you are interested in a real technical position, you probably won't find it in a Registrar's Office. You should look in an IT office
Role of Assistant Registrar
Assistant Registrar
General Accountability
The Assistant Registrar is directly accountable to the Registrar for the implementation and supervision of University and Faculty academic policies and procedures as these relate to applicants and students. In addition, the Assistant Registrar contributes to the general operation of the Office as a senior management team member.
Nature and Scope
The Registrar’s Office provides academic support services for a number of functions on behalf of the University. These include student recruitment, publications, undergraduate admissions, student course enrolment, academic records, examinations, grade reporting, transcript production, course and examination scheduling, student financial assistance programs and scholarships.
Normally, the Assistant Registrar manages the major registrarial services for two Faculties. Additional duties will reflect departmental and Faculty needs and may vary with the particular assignment. A major area of contact is with the Associate Dean for Undergraduate Affairs for the Faculties, undergraduate academic advisors, and department and college undergraduate officers.
This position is one of eight positions reporting directly to the Registrar. The Associate Registrar, Records, The Director of Admissions, the Director, Marketing and Undergraduate Recruitment, The Director, Student Awards and Financial Aid, two other Faculty Assistant Registrars, and an Executive Assistant report directly to the Registrar.
Depending upon support requirements for the assigned Faculty(ies), the Assistant Registrar may be responsible for supervision of 2-7 staff members, including Supervisors, Admissions and Records and Admissions Records Assistants.
Statistical Data
Specific Accountabilities
The main responsibilities of the Assistant Registrar are in the area of admissions and records administration.
The prime function in admissions is to ensure the formulation, implementation and review of admissions policies as these relate to the assigned Faculty(ies). The policy formulation process entails close co-operation and consultation with the Associate Deans, Admissions Committees, Undergraduate Affairs Committees and with the Director of Admissions. The Assistant Registrar is responsible for interpreting these policies to faculty and staff within the University and the Colleges, and for ensuring that staff in the sections provide correct and complete information to members of the public, prospective applicants, representatives of secondary schools and other institutions. With regard to implementation, the Assistant Registrar is responsible for the planning, analysis, scheduling and direction of admissions activities to ensure that Faculty and University goals are achieved.
The Assistant Registrar is expected to contribute to the development, implementation and review of decision support and management support systems designed for his/her area. This includes input to the evaluation process for various applicant groups, preparation and analysis of statistical data for admissions committees. The Assistant Registrar may be responsible in some cases for preparation of admissions information packages for applicant groups in consultation with Faculty and University officers, and for accuracy of related calendar and promotional publications. Depending on the assigned Faculty, the Assistant Registrar may be empowered to make individual admissions decisions within policy guidelines.
The prime function of the Assistant Registrar in records-related matters is to ensure the proper collection, maintenance and communication of student academic record and performance data. This entails ensuring that Faculty Committee decisions on student academic standings are made consistently and reflected accurately in official documents. The Assistant Registrar is expected to ensure that Faculty policies are interpreted correctly and precisely in the design and implementation of progression and academic advisement systems. This process involves extensive consultation with Faculty officers, the SISP functional lead for progression and advisement and with management and technical staff in Information Systems and Technology.
The Assistant Registrar provides detailed input to the design, testing and implementation of a wide range of systems supporting functions from class enrolment to convocation. These are designed to assure the accuracy of basic data for the production of study lists, fee assessments, transcripts and graduation diplomas. Student records are the basis for much institutional planning data for University management as well as for external use, including University operating grant claims.
In the conduct of the foregoing duties and responsibilities the Assistant Registrar provides a counselling function for applicants, students or parents. This role is supplementary or complementary to that provided by Faculty and Departmental officers in assisting students with the complexities of the academic process. The Assistant Registrar is the Registrar’s delegate on Faculty Admissions, Standings & Promotions, Undergraduate Affairs Committees and Faculty Councils for the assigned Faculty(ies). In some cases, the incumbent will chair a standing committee.
The Assistant Registrar is responsible for recruiting, developing and evaluating staff who report directly.
The Assistant Registrar assists the Registrar with the overall management of the Registrar’s Office including convocation and examinations and such general and specific duties as may from time to time be determined.
General Accountability
The Assistant Registrar is directly accountable to the Registrar for the implementation and supervision of University and Faculty academic policies and procedures as these relate to applicants and students. In addition, the Assistant Registrar contributes to the general operation of the Office as a senior management team member.
Nature and Scope
The Registrar’s Office provides academic support services for a number of functions on behalf of the University. These include student recruitment, publications, undergraduate admissions, student course enrolment, academic records, examinations, grade reporting, transcript production, course and examination scheduling, student financial assistance programs and scholarships.
Normally, the Assistant Registrar manages the major registrarial services for two Faculties. Additional duties will reflect departmental and Faculty needs and may vary with the particular assignment. A major area of contact is with the Associate Dean for Undergraduate Affairs for the Faculties, undergraduate academic advisors, and department and college undergraduate officers.
This position is one of eight positions reporting directly to the Registrar. The Associate Registrar, Records, The Director of Admissions, the Director, Marketing and Undergraduate Recruitment, The Director, Student Awards and Financial Aid, two other Faculty Assistant Registrars, and an Executive Assistant report directly to the Registrar.
Depending upon support requirements for the assigned Faculty(ies), the Assistant Registrar may be responsible for supervision of 2-7 staff members, including Supervisors, Admissions and Records and Admissions Records Assistants.
Statistical Data
Specific Accountabilities
The main responsibilities of the Assistant Registrar are in the area of admissions and records administration.
The prime function in admissions is to ensure the formulation, implementation and review of admissions policies as these relate to the assigned Faculty(ies). The policy formulation process entails close co-operation and consultation with the Associate Deans, Admissions Committees, Undergraduate Affairs Committees and with the Director of Admissions. The Assistant Registrar is responsible for interpreting these policies to faculty and staff within the University and the Colleges, and for ensuring that staff in the sections provide correct and complete information to members of the public, prospective applicants, representatives of secondary schools and other institutions. With regard to implementation, the Assistant Registrar is responsible for the planning, analysis, scheduling and direction of admissions activities to ensure that Faculty and University goals are achieved.
The Assistant Registrar is expected to contribute to the development, implementation and review of decision support and management support systems designed for his/her area. This includes input to the evaluation process for various applicant groups, preparation and analysis of statistical data for admissions committees. The Assistant Registrar may be responsible in some cases for preparation of admissions information packages for applicant groups in consultation with Faculty and University officers, and for accuracy of related calendar and promotional publications. Depending on the assigned Faculty, the Assistant Registrar may be empowered to make individual admissions decisions within policy guidelines.
The prime function of the Assistant Registrar in records-related matters is to ensure the proper collection, maintenance and communication of student academic record and performance data. This entails ensuring that Faculty Committee decisions on student academic standings are made consistently and reflected accurately in official documents. The Assistant Registrar is expected to ensure that Faculty policies are interpreted correctly and precisely in the design and implementation of progression and academic advisement systems. This process involves extensive consultation with Faculty officers, the SISP functional lead for progression and advisement and with management and technical staff in Information Systems and Technology.
The Assistant Registrar provides detailed input to the design, testing and implementation of a wide range of systems supporting functions from class enrolment to convocation. These are designed to assure the accuracy of basic data for the production of study lists, fee assessments, transcripts and graduation diplomas. Student records are the basis for much institutional planning data for University management as well as for external use, including University operating grant claims.
In the conduct of the foregoing duties and responsibilities the Assistant Registrar provides a counselling function for applicants, students or parents. This role is supplementary or complementary to that provided by Faculty and Departmental officers in assisting students with the complexities of the academic process. The Assistant Registrar is the Registrar’s delegate on Faculty Admissions, Standings & Promotions, Undergraduate Affairs Committees and Faculty Councils for the assigned Faculty(ies). In some cases, the incumbent will chair a standing committee.
The Assistant Registrar is responsible for recruiting, developing and evaluating staff who report directly.
The Assistant Registrar assists the Registrar with the overall management of the Registrar’s Office including convocation and examinations and such general and specific duties as may from time to time be determined.
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