Registrar

Martin Community College•Main Campus, NC

About The Position

Under limited supervision, the Registrar leads the College’s Registrar’s Office and serves as the primary steward of official student records for curriculum programs from initial record creation through credential completion. The Registrar oversees post-admission registration processes, enrollment-status and attendance-record administration, transcripts and transfer-credit processing, graduation and credential awarding, records lifecycle management, required reporting, and the functional administration of related student-record systems. Working in partnership with Student Engagement, Academic Affairs, Information Technology, and other College areas, the Registrar safeguards the accuracy, integrity, security, and confidentiality of official student records; promotes timely and coordinated processing; and administers assigned functions in accordance with College policies and applicable state and federal requirements. The Registrar reports directly to the Vice President, Student Development Services, and supervises assigned departmental staff.

Requirements

Bachelor’s degree in higher education administration, student affairs, business administration, records management, information systems, or a related field and at least two (2) years of progressively responsible experience in a registrar, student-records, admissions, or comparable higher-education office; or Associate’s degree in a related field and at least five (5) years of progressively responsible experience in a registrar, student-records, admissions, or comparable higher-education office.
Ability to work a flexible schedule, including occasional evening or weekend hours, during registration, graduation, and other peak operational periods.

Nice To Haves

Experience using Ellucian Colleague or a comparable student information system.
Experience evaluating official academic transcripts and recording approved college transfer credit.

Responsibilities

Direct the daily operations of the Registrar’s Office, establish work priorities, coordinate workflow, and promote accurate, timely, and responsive service to students, faculty, staff, and the community.
Share functional responsibility with Student Engagement for the College’s online curriculum application process; oversee Career and College Promise and other high-school application processing; verify the accurate and timely creation of student records resulting from other incoming curriculum applications; and collaborate on workflows, application-cycle configuration, corrections, and process improvements.
Administer the Registrar’s Office responsibilities for curriculum registration and enrollment records, including direct responsibility for assigned CCP and high-school admission processing and for post-admission registration processes, enrollment-status maintenance, enrollment verification, status changes, and term processing requirements; coordinate with Student Engagement and other responsible areas on processes involving other curriculum students.
Maintain the College’s system and records for monitoring student enrollment and progress; identify variances between recorded enrollment or completion expectations and actual student activity; and provide related status reports to Student Engagement for its outreach and reengagement efforts.
Oversee the receipt, uploading, indexing, maintenance, retrieval, and secure storage of official academic, registration, and enrollment records for current and former students using the College’s approved electronic document-management and student-information systems.
Ensure the completeness, accuracy, integrity, confidentiality, and appropriate use of official student records, including registration and enrollment documentation, coursework, grades, grade changes, test scores, enrollment status, and other academic achievements; identify incomplete, inaccurate, or inconsistent information and coordinate necessary corrections with the appropriate responsible area.
Serve as the designated data steward for assigned student-record data in accordance with College data-governance practices, approved access standards, and applicable security requirements.
Develop, maintain, and implement procedures governing the creation, receipt, electronic storage, access, retention, disposition, and authorized destruction of student records, regardless of format, in accordance with applicable records-retention schedules, College policies, FERPA, and other state and federal requirements.
Oversee the evaluation and recording of transfer credit in accordance with approved policies, articulation agreements, and established course equivalencies; coordinate research with appropriate subject-matter experts and refer unresolved academic-equivalency questions to the designated academic official.
Oversee official transcript processing and release, electronic transcript services, posting to College systems, and the resolution or referral of transmission and records-related issues.
Monitor the receipt and completeness of required final-grade and attendance submissions and communicate missing, incomplete, or inconsistent information to faculty or the appropriate academic official for resolution.
Administer and process authorized curriculum academic-record and student-status actions, including withdrawals, program changes, course substitutions, course overloads, prerequisite waivers, grade changes, incomplete-grade forms, academic forgiveness, course reinstatements, and approved credit for prior learning; provide related procedural guidance and refer matters requiring substantive approval to the appropriate College official.
Provide functional assistance in identifying and resolving registration and student-record errors and coordinate unresolved matters with the appropriate responsible area.
Administer the curriculum Self-Service Attendance Tracking process; provide technical and procedural assistance to faculty regarding attendance recording; and refer unresolved system issues to the appropriate personnel.
Maintain advisor assignments and related term-based information in the student information system based on authorized information provided by appropriate academic or student-services personnel.
Identify and process eligible completers who have not submitted a graduation application and support credential awarding through Reverse Transfer and other approved completion initiatives.
Coordinate curriculum graduation applications, degree audits, credential awarding, and assigned commencement activities and serve as co-chair of the Graduation Committee.
Serve as the primary functional resource within Student Development Services and as a superuser for CFNC and related application, transcript, student-information, and electronic document-management systems.
Serve as the student-records subject-matter expert from application through completion; train and guide system users, perform authorized configurations and updates, monitor system functionality and data flow, and coordinate issues and changes with other affected areas.
Communicate approved changes to Registrar-related procedures, forms, systems, and processing requirements and provide associated documentation, guidance, and training to affected faculty and staff.
Oversee the preparation, validation, and timely submission of assigned enrollment, completion, graduation, and student-record reports, including the ICR, CCSR, National Student Clearinghouse, DegreeVerify, and graduation extracts; verify Registrar-controlled data used in IPEDS, state higher-education data collections, and other required reports; and coordinate the correction of identified reporting discrepancies.
Provide authorized student-record, registration, enrollment, completion, and program data to College personnel using approved reporting tools and in accordance with FERPA and College data-governance requirements.
Review and provide student-record and registration-related information for the College catalog, student handbook, Registrar’s Office webpages, and other institutional publications or communications.
Develop, maintain, and periodically review written standard operating procedures and operational contingency plans for priority Registrar functions; ensure adequate documentation, cross-training, and backup coverage to maintain essential services during staff absences, peak processing periods, system disruptions, or other operational interruptions.
Supervise, assign, and evaluate the work of assigned departmental staff and provide appropriate training, guidance, and professional-development opportunities.
Maintain current professional knowledge by participating in relevant meetings, training, professional-development activities, and professional organizations and by staying informed of changes in applicable laws, College policies, systems, reporting requirements, and professional practices.
Respond to authorized inquiries and provide procedural information and assistance to students, faculty, staff, and the public in accordance with FERPA, College policy, and applicable authorization requirements.
Resolve routine Registrar-related concerns and refer complex, sensitive, or policy-level matters to the appropriate College official.
Evaluate and recommend departmental goals, procedures, technologies, and operational improvements that may improve student-record administration, operational efficiency, data quality, or services to students and College personnel; implement approved policies, procedures, systems, and operational changes.
Represent the College and Registrar’s Office in a professional manner and collaborate with academic, technology, Student Development Services, and other College offices to support coordinated student services and student success.
Serve on College committees and participate in institutional activities as assigned.
Perform other related duties as assigned.