Associate Registrar of Student Services (52544)

NEW MEXICO HIGHLANDS UNIVERSITY•Las Vegas, NM

4d•Onsite

About The Position

The Associate Registrar of Student Services administers and provides direction to the Office of The Registrar staff in goal setting, assists in departmental planning, identifies and solves operational and/or personnel challenges, clarifies expectations, and evaluates personnel and processes. This role interacts with departments and faculty to resolve challenges, implements new procedures, ensures consistency, and evaluates programs and services to enable responses to changing priorities. The Associate Registrar develops and presents training workshops for support staff members to update knowledge, upgrade skills, and ensure quality services, and maintains office procedural documentation. They serve on ad hoc and/or high-level committees to represent the Office of the Registrar and strengthen communication between various campus constituencies. This position enforces established policies and makes recommendations for policy change when appropriate. The Associate Registrar serves as a University FERPA expert, including providing training opportunities for University staff, faculty, and student employees. They support and serve students, academic advisors, staff, faculty, and administrators by interpreting and clarifying University Policies regarding graduation requirements. This role maintains the academic integrity of the application for graduation process by managing the process that compares the student’s academic record with established degree requirements. The Associate Registrar contributes to the success of commencement and graduation ceremonies by overseeing the preparation of the printed commencement program with a list of degree candidates and their scholastic honors. They serve on the Commencement Committee and assist in the set-up, during, and after the commencement ceremonies. This position oversees the final graduation process by reviewing final graduation deficiencies, notifying graduation candidates of deficiencies and steps to resolution. The Associate Registrar is responsible for the posting of degrees to the official transcript, uploads the graduation file to Parchments Digital Diploma Service, and develops the final graduation list. They schedule and submit enrollment and graduated student information to the National Student Clearinghouse and resolve clearinghouse inquiries and discrepancies. This role resolves problems and enhances various processes, projects, procedures, etc. by employing critical thinking skills and creativity. The Associate Registrar develops a competent, productive, and effective staff by selecting and supervising, directly and through delegation, assigned staff. They contribute to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures and backgrounds. This position remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses required by the University Registrar. The Associate Registrar develops and implements systems to maintain student academic records, including an online degree audit reporting system, and administers the storage, security, accuracy, and preservation of academic credentials in accordance with University policy, accreditation standards, and privacy laws. They interpret and enforce academic rules and regulations, monitor academic standing, and coordinate probation, suspension, and dean’s lists, as appropriate. This role manages the operational activities of the grade process and coordinates academic information for graduation and degree audit processes. The Associate Registrar manages and maintains all aspects of the catalog updates and disseminates updates of the academic calendar, and updates system registration rules accordingly. They oversee all registration related activities as related to the duties and responsibilities within the department. The Associate Registrar contributes to the overall success of the Office of the Registrar by performing all other duties and responsibilities as assigned.

Requirements

Master’s degree in any field is required.
Minimum of five years of full-time experience directly related to the duties and responsibilities specified.
This experience must include at least three years in a supervisory role.
Knowledge of University operational practices, policies and procedures, and the ability to follow them.
Knowledge of the proper operation of and the ability to use personal computers and job-related software, including Microsoft Office Suite and other job specific software.
Knowledge of cybersecurity measures to ensure secure file transmission of federal and state reports.
Responsibility of Registrar related IPRA reports as required by state law.
Oversight with the University Registrar of the Banner Student Module.
Oversight of the Incomplete Grade Workflow processes.
Knowledge of budget preparation, monitoring, and administration.
Knowledge of management practices and principles.
Knowledge of community resources, referrals, and services.
Skill in preparing complex research projects and reports.
Skill in listening to issues, synthesizing information, and reaching sound conclusions.
Skill in presenting ideas and concepts orally and in writing.
Skill establishing and maintaining effective working relationships with other department staff, faculty, students, and the public.
Ability to multi-task and organize, prioritize, and follow multiple projects and tasks through to completion with an attention to detail; work independently in meeting various time deadlines.
Ability to demonstrate excellent written and oral communications skills and have the ability to work with diverse constituencies.
Ability to communicate effectively, verbally and in writing, relate in a professional, helpful manner in person and over the phone; relate to a diverse population and to maintain composure when faced with difficult situations.
Ability to work independently, prioritize, and manage multiple projects with attention to detail.
Ability to establish strong relationships and work as part of a team.
Ability to conduct transfer evaluations, graduation processing and degree audit.
Ability to develop semester and annual university calendars in accordance with state and federal regulations and university shared governance processes.
Ability to train and evaluate direct team members for improved service and support.
A minimum of two or more years of experience as a lead employee with responsibility for scheduling and assigning work, training new employees and assisting others with problems.
Managerial experience in higher education records/registrar environment.
Successful candidates will have the experience and ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions and apply common sense understanding furnished in written, oral, diagram/chart or schedule form.
Successful candidates will demonstrate technical skill with student information systems/databases, including Banner and imaging software, and will possess experience managing multiple projects in a fast-paced environment.
Successful candidates will demonstrate and possess a high-level of analytical skills to develop reports for university leadership.
Ability to interpret and create analytical reports.
Skill in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures.

Nice To Haves

Seven years of higher education experience with at least four years of serving as a Director or Associate Director.

Responsibilities

Administers and provides direction to the Office of The Registrar staff in goal setting, assists in departmental planning, identifies and solves operational and/or personnel challenges, clarifies expectation, and evaluates personnel and processes.
Interacts with departments and faculty to resolve challenges, implements new procedures and ensures consistency, and evaluates programs and service to enable responses to changing priorities.
Develops and presents training workshops for support staff members to update knowledge, upgrade skills, and ensure quality services and maintains office procedural documentation.
Serves on ad hoc and/or high-level committees to represent the Office of the Registrar and strengthen communication between various campus constituencies.
Enforce established policies and make recommendation for policy change when appropriate.
Serves as a University FERPA expert including providing training opportunities for University staff, faculty, and student employees.
Supports and serves students, academic advisors, staff, faculty, and administrators by interpreting and clarifying University Policies regarding graduation requirements.
Maintains the academic integrity of the application for graduation process by managing the process that compares the student’s academic record with established degree requirements.
Contributes to the success of commencement and graduation ceremonies by overseeing the preparation of the printed commencement program with a list of degree candidates and their scholastic honors.
Serves on the Commencement Committee, and assists in the set-up, during, and after the commencement ceremonies.
Oversees the final graduation process by reviewing final graduation deficiencies, notifying graduation candidates of deficiencies and steps to resolution.
Posting of degrees to the official transcript, uploads graduation file to Parchments Digital Diploma Service, and develops the final graduation list.
Schedules and submits enrollment and graduated student information to the National Student Clearinghouse and resolves clearinghouse inquiries and discrepancies.
Resolves problems and enhances various processes, projects, procedures, etc. by employing critical thinking skills and creativity.
Develops a competent, productive, and effective staff by selecting and supervising, directly and through delegation, assigned staff.
Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures and backgrounds.
Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and or courses required by the University Registrar.
Develops and implements systems to maintain student academic records; on-lie degree audit reporting system; administers storage, security, accuracy, and preservation of academic credentials in accordance with University policy, accreditation standards, and privacy laws.
Interprets and enforces academic rules and regulations; monitors academic standing; coordinates probation, suspension, and dean’s lists, as appropriate.
Manages operational activities of grade process, coordinates academic information for graduation and degree audit processes.
Manages and maintains all aspects of the catalog updates.
Maintains and disseminates updates of the academic calendar, and updates system registration rules accordingly.
Oversees all registration related activities as related to the duties and responsibilities within the department.
Contributes to the overall success of the Office of the Registrar by performing all other duties and responsibilities as assigned.