Associate Registrar, Director of Advising

Claremont McKenna College-posted 3 days ago
$85,000 - $90,000/Yr
Full-time • Mid Level
Claremont, MN
251-500 employees
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BASIC FUNCTION: The Associate Registrar, Director of Advising (Associate Registrar) provides leadership to staff and ensures the development and implementation of policies and procedures related to degree progress, transfer credit, class standing changes, degree conferral, and commencement. The Associate Registrar represents the Registrar as directed and provides a high quality of customer service and is the primary responsible for monitoring and communicating degree progress, degree audit programming and maintenance in the college's student information system, and transfer credit evaluation. The Associate Registrar provides oversight and maintenance of all aspects of degree progress audits by creating each semester's commencement candidate list, accurately interpreting academic policies, procedures, and requirements, and representing the Office of the Registrar on College and Consortium committees, as needed. The Associate Registrar supports staff, faculty and students on matters related to degree requirements, transfer credit, academic standing, class standing, and petitions for exceptions to college policy. The Associate Registrar is responsible for the application of technologies that support degree progress and transfer credit evaluation; research and development of new systems and technologies; report writing, proofing and auditing of records, and supports Claremont McKenna and the Office of the Registrar strategic plan. As a member of the Office of the Registrar's leadership team, takes appropriate actions to support a diverse workforce and participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

  • Provide clear direction and oversight of activities relating to degree progress and advising to develop and achieve annual goals, including planning and staff development.
  • Maintain an efficient, collegial, and proactive work environment within the Office of the Registrar and collaborating departments.
  • Provide oversight to degree audit programming and maintenance and student progress toward degree.
  • Program, manage, and maintain all major and minor degree requirements in the student information system.
  • Coordinate degree audit substitutions and waivers with support from the Assistant Registrar and Records and Registration Coordinator.
  • Collaborate with the Sr. Associate Registrar and academic departments to implement new programs or curriculum changes, and update degree requirements in the student information system’s degree audit module accordingly.
  • Interpret and clarify academic policies and standards and inform students and advisors of academic and administrative requirements for graduation.
  • Resolve problems that might delay or impede graduation, within the boundaries of established policies and standards.
  • Provide oversight for academic records management and application of academic policies.
  • Supervise the transfer credit evaluation process.
  • Research and evaluate incoming transcripts and other academic records for equivalency and transfer credit using independent judgment and the application of complex and specialized academic rules and regulations.
  • Analyze course descriptions and syllabi for content, level, unit value and grading system using online curriculum resources, college catalogs, class schedules, and other reference material.
  • Verify the institution’s accreditation status, convert quarter and semester units to CMC credits; apply course repetition and limitation policies where applicable.
  • Determine transfer student class standing.
  • Document transfer evaluation decisions and recommendations; provide explanations of complex rules and regulations to students in the event of denial of credit transfers.
  • Manage changes to student enrollment statuses, class standing, planned graduation year, and related data, ensuring accuracy of data and correspondence.
  • Support the Sr. Associate Registrar, with complex student petitions, work with faculty, students, and administrators to answer questions and resolve problems as they arise.
  • Collaborate with faculty, Dean of Students, and others to resolve registration and student records issues.
  • Oversee the integrity of records management per College, federal, and state guidelines, and within best practices as defined by the Office of the Registrar.
  • Explain and enforce policies, regulations, and laws regarding student records, including FERPA and related data access issues.
  • Assist Sr. Associate Registrar and Registrar/AVP with responses to internal and external requests for regular and ad hoc reporting, including developing custom reports and queries as needed for the office’s reporting needs.
  • Develop reports to assist and ensure consistency in assessment and certification of completion of degree requirements.
  • Ensure data standards and validity.
  • Use business intelligence systems (i.e., Cognos, Power BI), including ad hoc reporting, to proactively identify problems and support informed decision making in the Office of the Registrar and other areas of the College.
  • Develop reports for other offices and departments as requested.
  • Support the Registrar/AVP in assessing the technical needs of the Office of the Registrar, including but not limited to, exploring new software options, working closely with Information Technology Services (ITS) department regarding the office’s technology needs
  • Support the Registrar/AVP in identifying and collaborating with ITS to implement student information system improvements to streamline academic processes within the Office of the Registrar and to maintain, troubleshoot, and enhance our student information system and related systems.
  • Implement technology improvements and automated workflows.
  • Troubleshoot and process technical issues in the student information system.
  • Provide insight and manage changes in processes and systems to improve efficiency and services.
  • At the direction of the Registrar/AVP, prepare and review pending graduate files.
  • Follow up with departments, department chairs, and faculty to resolve missing documentation or degree requirements.
  • In collaboration with the Registrar/AVP, compile and vet lists of students eligible to participate in graduation ceremonies.
  • Create pending graduate records and confer degrees in SIS.
  • Produce the Dean’s List each academic year.
  • Maintain academic honors and distinctions from departments.
  • Oversee the annual diploma order by managing the proofing and organizing of diplomas.
  • Prepare, vet, and submit regular graduation reports to the National Student Clearinghouse.
  • Assist with mentoring and training of office staff to ensure that office and day-to-day functions operate efficiently.
  • Assist team in setting priorities, managing office workflow, and documenting processes.
  • Represent the Office of the Registrar on committees and work groups related to areas of responsibility.
  • Substitute for the Registrar/AVP on committees, as needed.
  • Promote existing and new programs and/or policies to campus community.
  • Remain informed and current through self-directed professional research, developing professional contacts with colleagues, attending professional conferences, and attending training as required.
  • Perform special projects, tasks, or duties and provide assistance as assigned.
  • Take and follow directions.
  • Work cooperatively with others.
  • Receive and respond appropriately to constructive criticism.
  • Display a positive attitude.
  • Balance multiple tasks and priorities.
  • Performs other essential duties and tasks specific to the position.
  • Bachelor’s degree from an accredited university, or five years equivalent combination of education and experience is required.
  • A minimum of five years of progressively responsible experience in higher education is required.
  • Knowledge of and experience with student information systems, as well as MS Office and/or G Suite.
  • Experience working with people from diverse backgrounds.
  • A valid driver’s license or equivalent alternate form of transportation to off-site meetings and events is required.
  • Demonstrate effective, accurate and clear communication with excellent/strong verbal, written, interpersonal, reading, phone, and customer service skills.
  • Follow all written and verbal instructions, asking questions as needed for clarification of projects, tasks, duties, and assignments.
  • Operate computers proficiently with basic Microsoft Office software (such as Word, Excel, Outlook) and associated professional software.
  • Use assigned technology, devices, and equipment to achieve annual goals and maintain confidentiality.
  • Handle all activities and highly confidential information with patience, discretion, good judgment, courtesy and tact while working with people from a wide variety of backgrounds.
  • Prioritize and perform multiple projects and tasks, meet deadlines and timelines, respond to others in a timely manner, and work both independently and as a collaborative member of the College with a high standard of integrity and ethics, in support of the College’s strategic vision and the division’s and department’s annual goals.
  • Use exceptional and strong organizational and time management skills to complete work with accuracy and a keen attention to detail.
  • Ability to ensure consistency of policy communication and implementation, and data integrity.
  • Demonstrated ability to interact effectively with faculty, students, and staff.
  • Provide exceptional customer service; and perform duties and responsibilities with strict attention to detail and support for College policies and objectives.
  • Combination of analytic ability, systems thinking, and interpersonal skills.
  • Skills with reporting and metrics – being able to identify important or relevant degree progress metrics needs, outline and effectively communicate those reporting/metrics requirements to the appropriate group and validate data.
  • Experience with query management software and/or reporting tool(s).
  • Skill in assessing and re-engineering operations and processes.
  • Ability to develop and maintain an overall working knowledge of Claremont McKenna Office of the Registrar/student records operations and procedures, and their intersection with student systems.
  • Ability to conduct activities in a professional and ethical manner, and foster a climate of trust, fairness, and transparency when assisting students, faculty, and others both inside and outside of the Claremont McKenna College and The Claremont Colleges community.
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