University Registrar Sample Job Description
GENERAL SUMMARY
University Registrar Sample Job Description – Reporting to the Executive Director for Admission and Registration Services (EDARS), the University Registrar provides strategic direction, supervision, and mentorship to a busy, multi-faceted service office of committed staff distributed across multiple campus locations. The University Registrar is responsible for the maintenance and integrity of all student data and academic records, and helps ensure adherence to university policies and procedures, as well as state and federal regulations including FERPA.
The Registrar manages all staff and functions associated with student academic records, including but not restricted to: planning and executing course scheduling and student registration; curriculum and new program set up in the student information system (Jenzabar); maintaining, securing, and archival of student records; executing transfer credit transactions; processing grades, degree audit, validation, and conferral; coordinating the appeal of academic dismissal and exception to academic policy processes; the dissemination of accurate, timely and secure enrollment reports; and assists with the edit and publication of the University Catalog/Handbook.
The University Registrar plays a central role in the development and implementation of university academic and administrative policies affecting students and courses, by engaging in regular interactions with university leadership. Furthermore, the position supports the vision for an innovative, result-oriented and forward-thinking staff by fostering a culture of collaboration and service-centric excellence and the exploration and implementation of advanced technologies in support of the academic enterprise.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Manage successful, seamless term starts with a growing student population including introduction of new programs creating an inspiring student-centered experience.
- Work with academic leadership in accordance with the instructional mission of the university to establish, support and maintain academic programs; includes setting course numbers and titles, as well as credits and grading schemes.
- Develop and issue course schedules and the academic calendar.
- Ensure the integrity of the University transcript and student academic records including registration activity, enrollment status, and student course grades.
- Oversee the validation, posting and conferral of graduate level certificates and degrees.
- Coordinate the academic appeal of dismissal and exception to academic policy processes.
- Monitor policies governing privacy and disclosure of information from student records.
- Develop level appropriate reporting to ensure visibility of key accomplishments and challenges.
- Provide leadership, strategic direction, professional development and support for a team of five professional staff.
- Work to continually improve the overall operation and efficiency of the Office of the Registrar, to include but not limited to:
- Continual review of data systems and functionality, and
- Respectful and effective collaboration with IT and other student service teams to support the identification and implementation of creative solutions and/or operational practice to support constituents’ goals and new product rollout.
- Establish strategic direction, priorities, and goals for the office; uses data and analytical expertise to make proposals and decisions.
- Continually design, improve, and track metrics for measuring service levels and key performance indicators as experienced by students, faculty, and colleagues to measure success and identify potential issues.
- Represent the Registrar’s office at the university’s governance body.
OTHER DUTIES AND RESPONSIBILITIES
May perform other duties and responsibilities that management may deem necessary from time to time.
TRAVEL REQUIRED:
Ability to travel 5-15%, depending on business needs.
REPORTS TO:
Executive Director, Admissions and Registration Services
POSITIONS SUPERVISED:
Associate/Assistant Registrar’s and relevant support staff.
TECHNICAL, MANAGERIAL, and PEOPLE SKILLS REQUIRED
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. Incumbents will be evaluated, in part, based on the performance of each essential function. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
EDUCATION and/or EXPERIENCE
- A Master’s degree is required with a minimum of four years of relevant experience as a Registrar or seven years as an Assistant Registrar within higher education.
- Five years of supervisory and leadership experience is required.
- Experience with academic policy development and maintenance of student records.
- Excellent organizational, interpersonal, oral, and written skills.
- Demonstrated active participation in the Registrar service community (e.g., AACRAO).
- Conceptual understanding and experience with relational databases and other technologies found in the higher education space is required. Examples include:
- Student information systems (e.g., Jenzabar, Banner),
- Curriculum and policy management (e.g., Curriculog, Acalog), and
- Scheduling systems and classroom management systems (e.g., Ad Astra, Schedule25).
- Competency with Microsoft Office suite and email systems (preferably Outlook) is required.
- Must be able to work an alternative work schedule at least one day per week, and occasional Saturdays throughout the school term and during registration peak times.
- Experience supervising and supporting staff in a multi-campus institutional structure is preferred.
- Experience working in a mid-to-large academic student service organization or in a cyclical service delivery environment is preferred.
- Experience utilizing Customer Relationship Management software is preferred.
- Experience utilizing project management software is preferred.
- Ability to speak Spanish or other foreign languages is a plus.
BUSINESS COMPETENCIES
- Collaborates – Building partnerships and working collaboratively with others to meet shared objectives.
- Being Resilient – Rebounding from setbacks and adversity when facing difficult situations.
- Instills Trust – Gaining the confidence and trust of others through honesty, integrity, and authenticity.
- Drives Results – Consistently achieving results, even under tough circumstances.
- Innovation – Creating new and better ways for the organization to be successful.
- Customer Focus – Building strong customer relationships and delivering customer-centric solutions.
- University Registrar Sample Job Description
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