University Registrar and Director of Student Records
Claremont Graduate University
Location: Claremont, California
Internal Number: 4003638
University Registrar and Director of Student Records
REQ-5307 Harper Hall - LC20601
Job Posting Location:
Job Posting Title: University Registrar and Director of Student Records
POSITION TITLE: University Registrar & Director of Student Records
JOB DETAILS AND REQUIREMENT: The University Registrar & Director of Student Records is responsible and accountable for the management and implementation of the administrative and operational activities of the Registrar's Office. These include maintaining academic records; ensuring record accuracy, security, and integrity; providing relevant institutional data; and making records available as appropriate. This position ensures that courses are scheduled, grades are submitted, and that clear processes are in place so that students, faculty, and staff have the information they need to navigate the academic complexities of the University campus. The Registrar is responsible for the strategic planning of the office and routine assessment of office functions and technology to ensure appropriate efficiencies, especially to facilitate enrollment, retention, and degree completion.
The Registrar must have excellent interpersonal and management skills to interact with students, oversee an office, and supervise staff; technical skills to work with data and meet others' needs to access academic data; and leadership skills to work with diverse colleagues among the faculty and staff to draft, implement, review, and revise academic policies and procedures. An increasingly important area of responsibility for the Registrar is to help ensure that the University is appropriately managing its various data operations, especially as they pertain to student academic progress and records.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Provides strategic planning, leadership, and advice in relation to policies for students and services for students including operational functions of the Registrar's Office in accordance with university, state, and federal guidelines and regulations.
Establishes, monitors, evaluates, and modifies processes, procedures, and/or standards, ensuring alignment with the university's mission, values, goals, and objectives.
Assists faculty, staff, and students with interpretation of academic regulations, registration, and degree completion policies.
Oversees all operations in the registration process, including course schedule building, student registration, classroom assignment, grade processing, transfer credits, transfer course equivalents, transcript issuance, course modality, curricular updates, verification, and Veterans' Affairs certification.
Evaluates and communicates the impact of potential regulatory changes on the university.
Assists with Institutional Research as needed to prepare, audit, and deliver institutional data research for federal and state reports, and other reports and statistics as needed regarding student enrollment, retention, and academic records.
Responsible for working with Financial Aid, Dean of Students, and Student Accounts as needed to ensure the highest standards of record keeping and student-centered delivery of Student Services.
Oversees planning, budgeting, and personnel management of Registrar's Office staff.
Supports CGU's diversity commitment and strong student-centered vision and mission.
Assists CGU's Office of Information Technology with development and testing of academic portal and online functions. Communicates with and trains faculty and students on portal navigation and processes.
Serve in an advisory capacity to faculty and administration in academic policy discussions and serve (or assign Registrar designee) on various committees and work groups, including but not limited to The Claremont Colleges consortia committees, Retention Committee, Academic Computing Committee, Commencement Committee.
Works with The Claremont Colleges Consortium partners, including Academic Deans, Registrars, Institutional Research staff as appropriate and on coordinated activities and initiatives (e.g., shared academic calendar, registration, etc.).
Engages in professional development activities for purposes of understanding, implementing, and maintaining professional best practices and staff training.
Performs other essential duties and tasks specific to the position.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES: The individual must possess knowledge, skills and ability to be able to successfully perform the essential functions of the position or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.
Excellent communication skills, both oral and written; ability to interact well with diverse community of students, staff, and faculty.
Demonstrated experience of positive and proactive approaches in identifying problems, creating innovative solutions, managing projects, leading teams through collaboration, and implementing efficiencies and effectiveness using technology.
Experience with Student Information Systems, preferable with a working knowledge and experience of relational databases. Proficiency in PeopleSoft, Acalog, VA Once, airSlate, EMS experience preferred.
Experienced team member and leader who takes deep personal interest in supporting students in achieving success.
Demonstrated experience and interest in working with faculty and executive administrators.
Knowledge of relevant professional standards and practices for Registrars and student records in higher education.
Proven administrative and organizational skills. Ability to coordinate and accomplish multiple tasks at the same time; ability to set priorities.
Ability to supervise staff members.
Advanced user experience with student information and/or degree audit systems such as Oracle/PeopleSoft; experience with database structures, data mining, and query tools; excellent computer skills (Microsoft Office including Word, Excel, PowerPoint), and database use/setup; proficiency with Internet, videoconferencing and other communication applications
Demonstrated advanced knowledge of federal and state laws pertaining to the privacy rights of students and access to student information, including but not limited to FERPA
REQUIRED EDUCATION AND EXPERIENCE
Bachelor's degree required, master's degree strongly preferred; or any combination of education and experience that provides the required knowledge, skills, and abilities.
Minimum of five years of progressively responsible leadership in a Registrar's Office or similar area in higher education. Experience working with accrediting agencies and responding to external reporting requirements is preferred.
Demonstrated experience in organizing, developing, and implementing operational systems and writing guidelines in an educational setting and managing a high-volume workflow office.
Experience leading new initiatives and/or instituting institutional change is highly desirable.
SUPERVISORY RESPONSIBILITY: Registrar's Office staff and student workers assigned to the Registrar's Office
Associate Provost for Institutional Effectiveness
Job title: University Registrar and Director of Student Records
Department: Registrar/Student Records
SALARY RANGE: $70, 000- $93, 000
Ascending or descending ladders, stairs, scaffolding, ramps, poles, and the like. Never Occasionally Constantly
Moving self in different positions to accomplish tasks in various environments including tight and confined spaces. Never Occasionally Constantly
Remaining in a stationary position, often standing or sitting for prolonged periods. Never Occasionally Constantly
Moving about to accomplish tasks or moving from one worksite to another. Never Occasionally Constantly
Adjusting or moving objects up to 10__ pounds in all directions. Never Occasionally Constantly
Communicating with others to exchange information. Never Occasionally Constantly
Repeating motions that may include the wrists, hands and/or fingers. Never Occasionally Constantly
Operating machinery and/or power tools. Never Occasionally Constantly
Operating motor vehicles or heavy equipment. Never Occasionally Constantly
Assessing the accuracy, neatness and thoroughness of the work assigned. Never Occasionally Constantly
Low temperatures. Never Occasionally Constantly
High temperatures. Never Occasionally Constantly
Outdoor elements such as precipitation and wind. Never Occasionally Constantly
Noisy environments. Never Occasionally Constantly
Hazardous conditions. Never Occasionally Constantly
Poor ventilation. Never Occasionally Constantly
Small and/or enclosed spaces. Never Occasionally Constantly
No adverse environmental conditions expected. Never Occasionally Constantly
Sedentary work that primarily involves sitting/standing. Never Occasionally Constantly
Light work that includes moving objects up to 20 pounds. Never Occasionally Constantly
Medium work that includes moving objects up to 50 pounds. Never Occasionally Constantly
Heavy work that includes moving objects up to 100 pounds or more. Never Occasionally Constantly
At Claremont Graduate University, the health and safety of our community is a top priority. Claremont Graduate University has adopted a policy of requiring all employees to show proof of being fully-vaccinated, based on applicable federal and state law. If offered the role, within two weeks of the hire date, the candidate will need to provide proof of vaccination, qualify for an appropriate exemption, or otherwise be in compliance with the current applicable federal, state and local laws to be exempt from being fully-vaccinated.
Claremont Graduate University is an Equal Opportunity Employer and does not discriminate on the basis of race, color, creed, religion, gender and/ or gender identity or expression, marital or parental status, national origin, ethnicity, citizenship status, veteran or military status, sex, age, sexual orientation, or physical disability or any other legally protected basis in its employment practice and in admission of students to educational programs and activities in accordance with the requirement of Title IX of the Education Amendments of 1972, Title I of the American Disabilities Act of 1990 and other applicable laws. CGU is committed to affirmative action in employment practices regarding ethnic minorities, the physically challenged, Vietnam-era veterans, and women. This job description defines the essential or fundamental job duties of the employment position. It is assumed that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. Qualified candidates of diverse ethnic and racial backgrounds are encouraged to apply for vacant positions at all levels.
This job description defines the essential or fundamental job duties of the employment position. It is assumed that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others.
It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act.
Successful completion of criminal background and DMV checks required for final candidate.
The Claremont Colleges, a consortium of five undergraduate liberal arts colleges, two graduate institutions, and Claremont University Consortium, which provides shared institutional support services, is reminiscent of the Oxford-Cambridge model. The undergraduate colleges include Pomona College, Scripps College, Claremont McKenna College, Harvey Mudd College, and Pitzer College. The two graduate institutions include Claremont Graduate University and Keck Graduate Institute.