Assistant Registrar For Curriculum And Graduation

Summary

Information & Responsibilities

Reporting to the Registrar, the Assistant Registrar for Curriculum and Graduation is responsible for oversight and maintenance of all aspects of curriculum management and student degree progress within the Office of the Registrar. Key functions include annual updates to program requirements and course records as reflected in the institute catalog and in the Colleague student records system, as well as implementation and maintenance of Degree Audit and Student Planning. The Assistant Registrar for Curriculum and Graduation is also the primary support staff in the degree completion process, working closely with the Associate Registrar to ensure timely and accurate degree and diploma issuance.

Requirements

ESSENTIAL JOB FUNCTIONS:

Catalog and Curriculum

• Maintain annual updates to Colleague programs and date driven forms.
• Ensure accurate display of course catalog and degree requirements in online catalog and Student Planning.
• Administration of course schedules and preload information.
• Maintain the permanent course catalog through course creation and modifications using Colleague and Coursedog; communicate with school administrators, the Office of the Provost, and the Registrar to ensure accuracy of data and fidelity to institute policies.
• Process all curriculum updates and any changes to degree requirements in Degree Audit; conduct regular reviews of the academic catalog to ensure Degree Audit and Coursedog accurately reflects the requirements of each academic program.
• Work with school and program administrators, the Office of the Provost, and the Office of Communications to ensure accurate and timely submission, approval, and publication of annual curriculum revisions and additions.

Degree Completion

• In collaboration with the schools and the Office of Student Affairs, compile and vet lists of students eligible to participate in graduation ceremonies.
• Collaborate with the Office of Information Technology to maintain the online graduation review.
• Create pending graduate records and confer degrees in Colleague.
• Prepare and review pending graduate files for final approval by the Associate Registrar.
• Prepare, vet, and submit regular graduation reports to the National Student Clearinghouse.
• Coordinate appeals review with Enrollment Specialist regarding retroactive student record changes and petition.
• Supervise the Academic Records Specialist in the preparation and mailing of diplomas.
• Management and processing of degree requirement waivers and substitutions submitted by the School.
• As a VA certifying official, certify VAs, prepare and submit yearly CSAAVE applications, and manage VA student records in accordance with federal guidelines.
• Follow up with school and program administrators and faculty to resolve missing documentation or degree requirements, including graduation reviews.

Colleague Maintenance

• Collaborate with the Office of Information Technology on the implementation and maintenance of the Student Planning module in Colleague.
• Manage transfer equivalency building within Colleague
• Develop and maintain the degree audit module within Colleague. Make adjustments as needed at the system level as the software is updated, and as academic requirements change over time.
• Maintain accurate and up-to-date student records, including changes of program and additions of minors or specializations.

Office Management

• Ensure the accuracy of all electronic and hard copy records, particularly the data stored in Colleague through regular quality assurance review of electronic data, coordination of hard copy document maintenance in accordance with institute policies.
• Hire, train and supervise student assistants.
• Provide support as needed to colleagues within the Office of the Registrar and across the Student Success division to ensure the efficient, effective operations of student services at CalArts.
• Deliver positive, proactive service to CalArts students, staff, and faculty, and to any members of the community seeking assistance from the office.

Qualifications

Skills/Abilities

• Excellent written and oral communication skills.
• Ability to prioritize and handle multiple projects concurrently, effectively manage competing priorities, and maintain focus on team goals.
• Excellent organizational skills and attention to detail.
• Significant knowledge of and great facility with relational databases, reporting tools, webbased content management systems, desktop applications, and a networked systems environment (Colleague, Coursedog, Tableau, Slate, Perceptive Content, MS Office Suite and/or other equivalent system).
• Ability to maintain highly confidential information with patience, descretion, and good judgment while working with various constituents and meeting federal guidelines.

Education

Bachelor’s degree or equivalent combination of education and work experience is required.

Experience

The successful candidate will possess a minimum of three years of professional experience working in a higher education setting and should have a passion for working with databases, students, and other constituents. Prior experience in a Registrar's office, student information system, proficiency in maintaining student academic records and overseeing the degree conferral process, is highly preferred.

How To Apply

This position is available immediately. If you are interested, please follow the link to Interfolio below:

Assistant Registrar for Curriculum and Graduation - ID:121627

Salary

$28.67-$31.43 an hour

Equity & Diversity

California Institute of the Arts shall abide by the requirements of 41 CFR

• 60-1.4(a), 60-300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color, religion, sex, or national origin. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, national origin, protected veteran status, disability, or any other status protected under federal, state, or local law. Further Information CalArts has a multidisciplinary approach to its studies of the arts through six schools: Art, Critical Studies, Dance, Film/Video, Music and Theater. CalArts encourages students to explore and recognize the complexity of the many aspects of the arts. It is supported by a distinguished faculty of practicing artists and provides its Bachelor and Master of Fine Arts students with the hands-on training and exposure necessary for an artist's growth. CalArts was founded in 1961 and opened in 1969 as the first institution of higher learning in the United States specifically for students interested in the pursuit of degrees in all areas of visual and performing arts.