Job Description:

 

SUMMARY:

 

Reporting directly to the Campus Academic Dean with an indirect reporting relationship to the University Registrar, provides operational management to the Registrar's Office and ensures student record integrity and compliance with state, federal and university policy for West Coast University.  Provides support services to faculty, staff, students in the areas of academic programs and degree requirements, course scheduling, enrollment, degree verification, graduation, and maintenance of student records as well as handling state and federal reporting.  Manages and prepares statistical reports and respond to requests for statistical information.  Provides data analysis, approves all data requests according to the Family Educational Rights and Privacy Act (FERPA).  Provides assistance with academic advisement support, transfer credit, degree audits, grades and graduation requirement processing, electronic data interchange between departments and the overall functioning of Registrar’s Office operations.  In addition, also provides vision and leadership to campus registrar function and serve as the key liaison to the University Administration Registrar.

 

 

 

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES: (Every effort has been made to identify the essential functions of this position.  However, it in no way states or implies that these are the only duties you will be required to perform.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or is an essential function of the position.)

 

Manages and supervises all functions (including all decision making and approval of requests) of the Office of the Registrar such as transcripts, transcript credit, schedule approvals.

 

Plans and conducts academic registration activities, coordinating with undergraduate and graduate programs to facilitate New Student Orientation, Open Registration and Open House related activities.

 

Serves as the official custodian of student academic records.

 

Interprets and implements requirements of the Family Education Rights and Privacy Act, as amended for West Coast University.

 

Maintains and updates an efficient electronic student records system as part of the College's relational database CampusVue.

 

Interprets and applies academic rules and regulations as intended by West Coast University that relate to Student Success.  This includes pulling, applying and disseminating the following data such as the Student Academic Progress Reports, Selected Letter Grade Reports and the Percentage of Attendance Reports.

 

Proposes changes to academic policies or procedures when deemed necessary to assist with streamlining of processes that ultimately affect the students’ academic success.  Changes are presented in bi-weekly conference calls and are shared with other councils such as the Academic Councils, Student of Concern, End of Term and the General Education Summits via the University Registrar.

 

Monitors student progress toward completion of graduation requirements by pulling Student Academic Progress Reports (SAP), Selected Letter Grade Reports and the Percentage of Attendance Reports and the Potential Graduation Reports.

 

Certifies bachelor degree and post-baccalaureate degree completion by pulling the Selected Letter Grade and the Potential Graduate Report to ensure successful completion of all required courses.

 

Establishes and oversees the office organization.

 

Evaluates effectiveness of processes and inter-office functions and reports that information to the University Registrar during bi-weekly Registrar Conference Calls.

 

Supervises, oversees and assists with the transfer credit process by confirming that the system is updated with the most current approvals that are conducted by the Assistant Registrars.

 

Handles the maintenance of the TES (Transfer Evaluation System) to ensure that West Coast University is timely with submissions and updates.

 

Maintains consistent quality of student files by confirming that all documents that have been received are authentic and are complete.  Ensures that student-specific requirements, such as those that apply to Veterans, are maintained.

 

Collaborates with other departments such as Admissions, Financial Aid, Student Services, and Academic programs to enhance the student experience for student success.

 

Attends and contributes to Student of Concern, End of Term and any other meeting geared towards student success, matriculation and retention.

 

Reviews, evaluates and assists with registrar operations to ensure compliance reviewing, evaluating and monitoring computer/technical systems to ensure best practices and compliance with University policy, state and federal regulations.

 

Interprets academic policies and processes to students, staff and colleagues.  Interprets state and federal law related to registrar reporting.

 

Responsible for completing special assignments, tasks and projects as directed by the University Registrar, Academic Dean, Executive Director, AVP of Compliance or Provost.

 

Reviews workload and analyzes staffing requirements.  Interviews, selects, trains, counsels and evaluates staff to ensure effective support.  Reviews the efforts of staff and provides direction where needed, ensuring timely completion in accordance with objectives.

Prepares and submits plans and budgets for area of responsibility.  Monitors performance against approved plans.  Prepares and submits status reports to manager.

 

Maintains regular and timely attendance, reports to work as scheduled and assures time worked and/or time-off is recorded properly.

 

Conducts job responsibilities in accordance with the standards set out in the University’s Code of Ethical Conduct, Compliance Agreement, Sexual Harassment Policy or any of its policies and procedures, applicable federal and states laws, and applicable professional standards.

                                                                               

Maintains established department policies, procedures and attends in-services and other required meetings.

 

Maintains confidentiality of all student, associate, and/or university information as required.

 

Exercises care, proper use and maintenance of department equipment and supplies and identifies unsafe conditions and makes appropriate adjustments.

 

Maintains order, cleanliness and safety at work.

 

May perform other duties as assigned.

 

 

 

EDUCATION:

 

Master's Degree in Student Personnel Services, Higher Education, or Educational Administration, business or a related field required.

 

 

 

LICENSES/CERTIFICATIONS:

 

None required.

 

Must have some affiliation or professional membership with organizations such as:

·        AACRAO – American Association of Collegiate Registrars and Admissions Officers

·        PACRAO – Pacific Association of Collegiate Registrars and Admissions Officers

·        SACRAO – Southern Association of Collegiate Registrars and Admissions Officers

·        NACAC - National Association for College Admission Counseling

·        NAGAP - National Association of Graduate Admissions Professionals

 

 

 

KNOWLEDGE/EXPERIENCE:

 

Six years of closely related professional experience which includes the following:
 

Extensive knowledge of college and/or university policies and procedures related to admissions, registrar and records related areas such as transcript evaluation, degree audit, storage and maintenance of files, student records, and attendance accounting.

 

Three to five years of progressive managerial experience.

 

Experience in managing staff and knowledge of developing student information systems is also desired.  

 

Knowledge of higher education graduate and post-graduate programs.

 

Experience with MS Office. 

 

Knowledge of applicable databases and computer application systems to supply the most accurate information, reports and projections.

 

Knowledge of state, federal and local laws/regulations relating to programs, governmental compliance and other regulatory standards such as WASC, BPPVE and other accreditation standards. 

 

 

 

qualifications/Skills: (Every effort has been made to identify the essential skills/qualifications of this position.  However, it in no way states or implies that these are the only skills/qualifications you will be required to perform.  The omission of specific statements of skills/qualifications does not exclude them from the position if the work is similar, related, or is an essential skill/qualification of the position.)

 

Ability to interpret academic policies and processes to students, staff and colleagues.  Ability to interpret state and federal law related to reporting.

 

Ability to plan and conceptualize and make sound business decisions.

 

Ability to exercise considerable independent and professional judgment in matters of significance.

 

Ability to demonstrate strong presentation, problem solving and critical thinking skills.

 

Ability to demonstrate strong planning and project management skills.

 

Ability to manage and work effectively in a highly ethnic and culturally diverse student and associate community.

 

Ability to exercise excellent customer service skills.

 

Excellent analytical and organizational skills.

 

Ability to analyze data, prepare necessary reports, evaluate and analyze program effectiveness and resource utilization. 

 

Evidence of strong supervisory and managerial skills, including strategic planning, assessment and evaluation skills.

 

Ability to exercise considerable independent and professional judgment.

 

Ability to demonstrate strong professional written and verbal communication and interpersonal skills.

 

Ability to self-direct, self-pace, multi-task and function well under pressure of deadlines and conflicting priorities.

 

Ability to work independently with individuals at all levels of the organization.

 

Willingness to work a flexible schedule.

 

Ability to interpret academic policies and processes to students, staff and colleagues.

 

Ability to interpret state and federal law related to reporting.
 

Ability to plan and conceptualize and make sound business decisions.

 
Ability to communicate effectively with diverse populations verbally and in writing.

 

Ability to develop and maintain effective working relationships.

 

Knowledge of safety and security precautions appropriate to work performed.

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