Associate Registrar

University of North Texas System•Dallas, TX

10d•Onsite

About The Position

The Associate Registrar is a key member of the Registrar's leadership team, providing operational oversight and subject-matter expertise in residency determination, curriculum and catalog management, academic records administration, and end-of-term processing. This position supports the University Registrar in ensuring the accuracy, integrity, security, and compliance of student academic records while overseeing critical functions that directly impact the student lifecycle. The Associate Registrar is responsible for managing and coordinating all residency determination processes as the University's Residency Determination Official, ensuring compliance with state and institutional regulations. The position provides leadership for curriculum administration, catalog development and publication, academic calendar maintenance, and implementation of curricular changes within the student information system. As the institutional administrator for CourseDog, the Associate Registrar oversees curriculum, catalog, scheduling, and related system functionality to support academic operations and strategic planning. This position directs and manages end-of-term processing activities, including grade processing, academic standing reviews, term roll procedures, and records maintenance to ensure timely and accurate reporting of student academic outcomes. Additional responsibilities include oversight of National Student Clearinghouse reporting, athletic eligibility certification, PeopleSoft security access to student records, student veteran benefits certification, and compliance-related reporting requirements.

Requirements

Bachelor's degree in related field and five (5) years of professional related experience in academic administration or related field; or any equivalent combination of education, training, and experience.
Experience utilizing Student Information Systems (SIS), preferably PeopleSoft Campus Solutions, Banner, or a comparable enterprise resource planning (ERP) system.
Experience supporting academic records, curriculum management, residency determination, catalog administration, registration processes, or related Registrar functions.
Knowledge of curriculum management, catalog administration, course scheduling, residency determination, academic records management, and end-of-term processing.
Knowledge of student information systems, reporting tools, workflow management systems, and database applications utilized in higher education.
Understanding of academic policies, degree requirements, enrollment management principles, and compliance reporting requirements.
Knowledge of project management, process improvement, and change management methodologies.
Strong analytical and problem-solving skills with the ability to identify issues, evaluate alternatives, and implement effective solutions.
Excellent organizational and project management skills with the ability to manage multiple priorities and deadlines.
Proficiency in the use of student information systems, enterprise software applications, and Microsoft Office products.
Strong customer service and relationship management skills with a commitment to providing high-quality support to students, faculty, staff, and external stakeholders.
Effective verbal and written communication skills, including the ability to present information clearly and professionally to all audiences.
Ability to lead and support a collaborative, results-oriented team environment.
Ability to evaluate existing processes and implement operational improvements that enhance efficiency, service, and data integrity.
Ability to use technology effectively to support operations, reporting, decision-making, and student service initiatives.
Ability to work independently and as a strategic partner to the University Registrar in advancing the goals and objectives of the Office of the Registrar.

Nice To Haves

Master's degree from an accredited institution in Higher Education Administration, Educational Leadership, Business Administration, or a related field.
Six (6) years of progressively responsible experience in higher education administration, with substantial experience in a Registrar's Office environment.
Demonstrated experience serving in a leadership or supervisory role, including staff development, performance management, project leadership, and operational oversight.
Advanced knowledge and experience using student information systems, preferably PeopleSoft Campus Solutions, including security administration, academic records, enrollment services, curriculum management, and reporting functions.
Experience implementing, administering, and utilizing CourseDog for curriculum management, catalog administration, academic scheduling, and related academic operations.
Experience using EAB Navigate or similar student success and retention platforms.
Experience serving as a School Certifying Official (SCO) or administering VA education benefits and student veteran certification processes.
Experience overseeing or supporting academic standing processes, academic calendar development and publication, end-of-term processing, athletic eligibility certification, and compliance reporting.
Experience with residency determination, curriculum and catalog management, course and room scheduling, student records administration, and enrollment services operations.
Demonstrated experience utilizing data analysis and reporting tools to support decision-making, compliance monitoring, operational assessment, and strategic planning.
Proven ability to lead process improvement initiatives, manage complex projects, and implement system enhancements that improve efficiency and service delivery.
Experience collaborating with academic departments, enrollment management units, information technology teams, and institutional stakeholders to support institutional goals and student success initiatives.

Responsibilities

Provide supervision and guidance with continuous improvement of operations related to core areas of responsibility.
Handle, coordinate, and ensure continuity of specific operations, procedures, and policies, ensuring accuracy and compliance with all regulations related to areas of responsibility.
Actively contribute to the Office of the Registrar efforts to promote productivity, collaboration, and coordination within and between all sections of the office. Support ongoing system implementation and database management.
Functions as an escalation point for more complex issues, including handling complaints, exceptions, and appeals processing.
Be attentive to operational efficiency and effectiveness for assigned areas of responsibility, including ensuring documentation of core processes, monitoring compliance and risk management, and monitoring ongoing effectiveness of specific functional operations to recommend and lead organizational and procedural changes, while providing documentation and training to the campus community.
Process National Student Clearinghouse reporting, academic standing, academic calendar system updates and publication, PeopleSoft security access to student records for end users, manage Coursedog modules, end-of-term procedures, and athletic certifications.
Supports and promotes operating practices and standards including project management plans, staff development programs, and staff recognition.
Advises students, parents, faculty, and staff about office and university regulations.
Ensure operations comply with federal, state, and institutional legislation.
Oversee validation and correction of data. Assist in the development and maintenance of appropriate data standards and process data requests.
Work closely with others, such as Information Technology, Strategic Analysis and Reporting, and others across the university on data and systems matters related to registration, scheduling, timetabling, grading, student records, transcripts, data integrity, and operational reporting.
Safeguarding the integrity of student records data and work to ensure necessary quality assurance measures are identified, established, and maintained.
Participate as a member of the Registrar's staff commencement exercises and other key university events.
Serves the campus as the liaison for the Registrar's Office and on other campus committees as assigned.
Ensures and facilitates procurement and payment for basic office resources and commencement expenditures.
Assume authority of the Registrar in the Registrar's absence.
Performing other duties and responsibilities as assigned.
Serve as a secondary School Certifying Official (SCO) and co-lead compliance audits from Veteran Affairs.
Residency Focus: Responsible for the interpretation and application of state residency regulations, oversight of residency classification processes, and adjudication of complex residency cases and appeals. Requires direct experience with Texas Residency laws and the Texas Administrative Code (TAC).