Responsible for having knowledge of federal regulations
such as the Federal Educational Rights and Privacy Act (FERPA) and other best
practices for the creation, maintenance, and retrieval of student academic
records.
Basic
Responsibilities:
Supervision for the Registrar’s Office.
Communicate pertinent information to all areas of the
university (i.e. academic calendar, deadlines, academic technology training and
changes, academic policy, etc.)
Oversee all aspects of the student academic record.
Colleague maintenance of courses and degree programs.
Human relations/customer service.
Degree Certification
FERPA compliance
Department of Defense MOU compliance
VA Educational Benefits Certification
Athletic eligibility certification
Registration and graduation activities
Transcript evaluations
Essential
Duties:
Hires personnel, provides
leadership, and supervises the Registrar’s Office.
Maintains academic policy.
Creates and maintains academic calendar.
Organizes and administers the records, registration, and
graduation functions, including transcript evaluations, to provide maximum
service to students while ensuring efficient and effective workflow.
Responsible for collecting, recording, maintaining, and
reporting of student records within FERPA guidelines, e.g., grades,
registration data, transcripts, grades, athletic eligibility, VA certification
and audits.
Maintains course catalogs and maintains and builds new
degree programs in Colleague.
Provides leadership and develops appropriate
recommendations for the implementation of related technology application in
support of enhanced services offered through registration and records.
Supervises the coordination, evaluation, and certification
of all graduation applications, while overseeing the complete graduation process
including rehearsal and commencement.
Supervises publication of schedule and catalog.
Represents institution at community and university events
in meetings with other institution personnel.
Skilled at problem-solving and resolving student disputes as
they relate to records and registration.
Participates in faculty and university committees.
Coordinates work of service units (Registrar, Student
Financial Aid, Business Office, Student/Residence Life, Admissions, Academic
Technology Support).
Performs other duties as assigned.
SUPERVISORY RESPONSIBILITIES:
The
Registrar is responsible for hiring personnel, providing leadership, and
supervising the staff in Registrar’s Office. Currently there are four full-time
staff members.
COMPETENCIES: This is your
opportunity to demonstrate how your education and/or experience in your current
or previous job relates to each function of this position.
Interview decisions are partially based on this information.
On a
separate sheet of paper, write a paragraph for each competency listed below
describing your background and qualifications in each area.
To
perform the job successfully, an individual should demonstrate the following
competencies.
Job Knowledge - Competent in required
job skills and knowledge; exhibits ability to learn and apply new skills; keeps
abreast of current developments; requires minimal supervision; displays
understanding of how job relates to others; uses resources effectively.
Teamwork - Balances team
and individual responsibilities; exhibits objectivity and openness to others'
views; gives and welcomes feedback; contributes to building a positive team
spirit; puts success of team above own interests; able to build morale and
group commitments to goals and objectives; supports everyone's efforts to
succeed.
Quality Management - Looks for ways to improve and promote quality;
demonstrates accuracy and thoroughness.
Organizational
Support - Follows
policies and procedures; completes administrative tasks correctly and on time;
supports organization's goals and values; benefits organization through outside
activities; supports affirmative action and respects diversity.
Planning/Organizing - Prioritizes and plans work activities;
uses time efficiently; plans for additional resources; sets goals and
objectives; organizes or schedules other people and their tasks; develops
realistic action plans. Quality - Demonstrates accuracy and thoroughness; looks
for ways to improve and promote quality; applies feedback to improve
performance; monitors own work to ensure quality.
QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
KNOWLEDGE, SKILLS, & ABILITIES (Language, Mathematical, Reasoning and Computer Skills):
LANGUAGE SKILLS: Ability to read,
analyze, and interpret general business periodicals, professional journals,
technical procedures, or governmental regulations. Ability to write reports,
business correspondence, and procedure manuals. Ability to effectively present
information and respond to questions from groups of managers, clients,
customers, and the general public.
MATHEMATICAL SKILLS: Ability to add,
subtract, multiply, and divide in all units of measure, using whole numbers, common
fractions, and decimals. Ability to compute rate, ratio, and percent and to
draw and interpret bar graphs.
REASONING ABILITY: Ability to apply common
sense understanding to carry out instructions furnished in written, oral, or
diagram form. Ability to deal with problems involving several concrete
variables in standardized situations.
COMPUTER SKILLS: To perform this job successfully, an individual
should have knowledge of Word Processing software; Spreadsheet
software; Order processing systems; Internet software. Database
software experience preferred.
EDUCATION/EXPERIENCE:
Bachelor’s degree required;
master’s degree preferred.
At least 5 years of
experience in a registrar’s office preferred.
Skills in student
database management system preferred (Colleague/Ellucian experience strongly preferred).
Knowledge of all
aspects of a registrar’s office, including course registration, grading,
scheduling, catalog preparation, graduation, transcripts, and records preferred.
Experience with
veteran’s benefits and athletic certification preferred.
Evidence of maturity in
interpersonal relationships especially in conflict management, exceptional
customer service commitment, and professionalism required.
Strong commitment to the
Christian tradition.
CERTIFICATES, LICENSES, REGISTRATIONS:
None are required for this position at this time.
PHYSICAL REQUIREMENTS:
The
physical demands described here are representative of those that must be met by
an employee to successfully perform the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform
the essential functions.
While
performing the duties of this Job, the employee is regularly required to sit;
use hands to finger, handle, or feel; reach with hands and arms and talk or
hear. The employee is occasionally required to stand; walk; climb or
balance and stoop, kneel, crouch, or crawl.
The
employee must regularly lift and/or move up to 10 pounds and occasionally lift
and/or move up to 20 - 25 pounds.
The job is sedentary in nature. Must be able to sit for long periods while
performing office and computer operations. However, there are several events
which require walking and standing for long periods of time (i.e. graduation).
Ability
to adjust focus from distance when greeting customers to long periods of time
focused on a computer screen.
WORK ENVIRONMENT:
The work environment
characteristics described here are representative of those an employee
encounters while performing the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform
the essential functions.
The noise level in the work environment is usually quiet.
ADDITIONAL INFORMATION:
This
position is a Full-Time, Exempt Level/Salaried Staff position.
A
minimum of a 40-hour work week is expected. Irregular hours and evening and
weekend work and/or assignments beyond a 40-hour week is required during peak
season and/or to meet project or internal deadlines is required.
Infrequent
travel may be required on occasion in order to attend professional meetings and
training workshops.
Must have and
maintain a valid Class C Driver’s License and maintain a clear driving record
to be insurable under the university liability policy.
Must be able to drive to complete work assignments on
and off campus, as needed.
EMPLOYEE BENEFITS: For more information concerning benefits offered to HSU employees, see the HSU Benefits Summary on the HSU website.