Associate Registrar

University of North Texas System•Dallas, TX

8d•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. The position supports the University Registrar in ensuring the accuracy, integrity, security, and compliance of student academic records while overseeing functions that directly affect the student lifecycle. The Associate Registrar serves as the University's Residency Determination Official and manages residency determination processes in compliance with state and institutional regulations. The role provides leadership for curriculum administration, catalog development and publication, academic calendar maintenance, and implementation of curricular changes in the student information system. As the institutional administrator for CourseDog, the Associate Registrar oversees curriculum, catalog, scheduling, and related system functionality. The position directs end-of-term processing, including grade processing, academic standing reviews, term roll procedures, and records maintenance. Additional areas of responsibility include National Student Clearinghouse reporting, athletic eligibility certification, PeopleSoft security access to student records, student veteran benefits certification, and compliance-related reporting. The Associate Registrar advises students, parents, faculty, and staff about office and university regulations, collaborates with campus partners on data and systems matters, and assumes the Registrar's authority in the Registrar's absence. The Office of the Registrar supports the university's academic mission by maintaining the integrity, accuracy, and security of student records and enrollment data. It provides leadership in academic policy implementation, student information systems administration, institutional reporting, and data governance, and collaborates with campus partners to support efficient processes, regulatory compliance, and effective student services.

Requirements

Bachelor's degree in a related field and five years of professional related experience in academic administration or a related field, or an equivalent combination of education, training, and experience.
Experience utilizing student information systems, preferably PeopleSoft Campus Solutions, Banner, or a comparable 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 used 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, including the ability to evaluate alternatives and implement solutions.
Excellent organizational and project management skills, including the ability to manage multiple priorities and deadlines.
Proficiency with student information systems, enterprise software applications, and Microsoft Office products.
Strong customer service and relationship management skills and commitment to supporting students, faculty, staff, and external stakeholders.
Effective verbal and written communication skills and ability to present information clearly and professionally to varied audiences.
Ability to lead and support a collaborative, results-oriented team environment.
Ability to evaluate processes and implement operational improvements that enhance efficiency, service, and data integrity.
Ability to use technology to support operations, reporting, decision-making, and student service initiatives.
Ability to work independently and as a strategic partner to the University Registrar.
Direct experience with Texas residency laws and the Texas Administrative Code (TAC).

Nice To Haves

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

Responsibilities

Provide supervision and guidance and continuously improve operations within areas of responsibility.
Coordinate and ensure continuity of operations, procedures, and policies, maintaining accuracy and compliance with applicable regulations.
Promote productivity, collaboration, and coordination within and between sections of the Office of the Registrar.
Support system implementation and database management.
Serve as an escalation point for complex issues, complaints, exceptions, and appeals.
Document core processes; monitor compliance, risk management, and operational effectiveness; recommend and lead organizational and procedural changes; and provide documentation and training to the campus community.
Process National Student Clearinghouse reporting, academic standing, academic calendar updates and publication, PeopleSoft security access, CourseDog modules, end-of-term procedures, and athletic certifications.
Support project management practices, staff development programs, and staff recognition.
Advise students, parents, faculty, and staff about office and university regulations.
Ensure operations comply with federal, state, and institutional legislation.
Oversee data validation and correction; help develop and maintain data standards; and process data requests.
Collaborate with Information Technology, Strategic Analysis and Reporting, and university partners on registration, scheduling, timetabling, grading, records, transcripts, data integrity, and operational reporting.
Safeguard student records and establish and maintain necessary quality assurance measures.
Participate in commencement exercises and other key university events as a member of the Registrar's staff.
Serve as the Registrar's Office liaison to the campus and participate on campus committees as assigned.
Facilitate procurement and payment for basic office resources and commencement expenditures.
Assume the Registrar's authority in the Registrar's absence.
Serve as a secondary School Certifying Official and co-lead Veterans Affairs compliance audits.
Interpret and apply state residency regulations, oversee residency classification, and adjudicate complex residency cases and appeals, including application of Texas residency laws and the Texas Administrative Code.
Perform other duties and responsibilities as assigned.