Registrar Jobs

The Registrar provides strategic direction, supervision, and management to the Registrar Department. The Registrar is responsible for maintaining the integrity, security, and accuracy of all student’s academic records. The Registrar ensures adherence to the College’s policies and procedures as well as state and federal regulations including FERPA.

Pending PALT Approval.

• Coordinates activities and office personnel coverage with the Assistant Vice President and Dean of Student Affairs.
• Serves as the College Student Records System security access administrator and provides specific assistance and training to College Student Records System users.
• Monitors and implements state and federal guidelines relating to student’s records.
• Provides leadership and direction to the College for the evaluation of post-secondary transfer credit including articulation agreements and on-line technological services designed for efficiency.
• Works in conjunction with the College’s Management Information Systems (MIS) department regarding the accuracy of the student database, records, and reporting.
• Ensures the timely evaluation and processing of student transcripts.
• Ensures prompt and accurate issuance of student requested transcripts.
• Authorizes the release of student records to outside agencies in accordance with PHSC Rules and Procedures, state, and federal laws.
• Prepares, maintains, and reports student’s Standards of Academic Progress (SAP). Prepares and sends notices at the end of each semester to students on academic warning, probation, suspension, or dismissal.
• Performs other duties as assigned.
• Serves as a member of the Council of Student Affairs and Council of Academic Affairs, recommends agenda items, and takes necessary follow-up action on Council recommendations in his or her area.
• Assists in the implementation of the College Equity Plan.
• Serves as custodian of the College seal and authenticates official documents within the scope of assigned duties.
• Supervises and directs the planning, development, budgeting, implementation, and evaluation of all collegewide policies, procedures, and systems used to implement effective registrar functions and duties.
• Builds and maintains degree audits and certifications using designated software applications.
• Assists with the processing of subpoenas and other requests for student records or information.
• Ensures compliance with appropriate laws, regulations, and rules in establishing athletic eligibility, honor societies verification, FACTS.org online services, and Family Educational Rights and Privacy ACT (FERPA). Serves as the Colleges FERPA compliance coordinator. Provides training as needed.
• Ensures data accuracy, data integrity, and operational efficiency, of the academic records by serving as the data custodian/data steward of academic records.
• Serves as the College’s Primary Designated School Official for the Exchange Visitor Information System, a division of the United States Customs and Immigration Services.
• Makes recommendations for the employment of personnel and prepares the annual evaluation of persons supervised.
• Reviews, verifies, and submits National Student Clearinghouse reports.
• Establishes the registration calendar and graduation application deadline.
• Oversees, directs, and supervises all registrar functions district-wide.
• Manages operational budget for their unit and recommends a proposed budget each year for the unit to the Assistant Vice President and Dean of Student Affairs.
• Oversees the accurate preparation of graduation completion reviews and notifications to students prior to graduation regarding completion of required coursework. Ensures the accuracy and completeness of the Summa Cum Laude list including appropriate signatures.
• Develops and implements new processes and procedures to improve the delivery service of student records maintenance.

Two years experience in higher education, preferably within the Office of the Registrar and a master’s degree in education, business administration, or organizational studies from a regionally accredited institution.

 Knowledge of State and Federal statutes

 Experience with State and Federal reporting

 Effective communicator

 Knowledge of personal computers, and ERP systems

 Advanced organizational skills

 Ability to establish and maintain working relationships with all stakeholders

 Must have reliable transportation

Supervisory Responsibilities

 Associate Director, Registrar (1 position)

 Senior Registrar Specialist (Evaluators) (3 positions)

 Registrar Specialist (1 position)

 Registrar Support Specialist (4 positions, indirect reports)

Technical Skills & Abilities

 Knowledge of and direct experience with student information systems (i.e., Banner, Peoplesoft, etc.)

 Knowledge of and direct experience with an online degree auditing tool (i.e. Degree Works)

 Knowledge of and direct experience with customer relation management systems (i.e., EAB Navigate)