The Associate Registrar takes a leadership role in the overall operation of the University Registrar’s office and in other Enrollment Management or university functions as needed. The Associate Registrar is responsible for the maintenance of student records ensuring accuracy, integrity, and confidentiality of information, and ensures compliance with the Family Rights and Privacy Act ( FERPA ) and all other applicable laws and regulations. Responsible for demonstrating a commitment to providing high levels of customer service to students, staff, academic leaders, and faculty in the execution of duties. The Associate Registrar is accountable for the University Registrar’s Office in the Registrar’s absence. This includes responsibility for all personnel, office functions and budgetary transactions.
Essential Job Functions of Position
Supervises and develops assigned staff and/or students in their daily work.
Recruits, hires, trains, schedules and evaluates the performance and effectiveness of assigned staff.
Provides feedback and professional development opportunities.
Trains and cross-trains staff to perform Registrar procedures in compliance with the Family Educational Rights and Privacy Act.
Instructs staff in new policies.
Assures appropriate coverage of degree audit, transfer credit, degree verification and transcript areas.
Meets with staff to convey new information, discuss upcoming deadlines, identify and resolve recurrent problems, anticipate and prepare strategies for stressful situations.
Works with other Registrar’s staff to assure appropriate training and documentation of processes are in place.
Supervises the enrollment process.
Works with staff to prepare the institution for enrollment. This includes but is not limited to communicating registration policies and procedures, working with other offices and staff on the release of the Registration Information Guide and of the schedule of classes to the web.
Monitors the ongoing enrollment process with assistance from other departments.
Reviews and manages online and paper enrollment and related forms, recommending changes when necessary.
Works with staff to confirm necessary records audits are complete prior to an enrollment cycle.
Supports other staff and units in answering enrollment questions or approving exceptions as necessary.
Chairs the division’s publication committee.
Assists individual students with escalated enrollment or record problems.
Supervises End of Term and grade production processes.
Opens the system for grading, coordinates the resolution of incomplete grade processes and the course repeat include/exclude process.
Resolves problems and supervises release of grades.
Supports office staff in answering grade questions.
Works with staff to complete the grade roll, grade post, GPA calculation, academic standing calculation and continuant semester processes.
Oversees the application, acceptance and posting of Military, Advance Placement (AP), College Level Exam Program ( CLEP ) and International Baccalaureate (IB) Credit.
Utilizes the American Council on Education Guides to the Evaluation of Educational Experiences in the Armed Services to recommend credit for military education and occupational specialties attained.
Assures the institution is aligned with State of Kansas prior learning agreements in consultation with the Vice President for Academic Affairs ( VPAA ) office and the faculty liaison to the state recommending body.
Supervises the Transfer Credit and Transfer Databases.
Assists with the building and maintenance of the transfer equivalency tables and associated tools.
Works with other schools in the state and serves as the institution’s liaison to Kansas Board of Regents ( KBOR ) for the Statewide Reverse Transfer Credit program.
Resolves complex student records’ issues, solves individual records and enrollment issues as they occur.
Chairs the committee for Kansas residency. Applies state regulations and Washburn policies to determine residency.
Serves as the institution’s primary liaison to the National Student Clearinghouse ( NSC ).
Coordinates the collection and submission of files for the Washburn University campus, the School of Law and Washburn Tech to the NSC for processing and reporting to the National Student Loan Data System ( NSLDS ). This includes graduation files, resolution of error reports and serve as a resource to staff in the School of Law and Washburn Tech.
Works closely with the Office of Financial Aid and Scholarship to resolve verification issues affecting the awarding, dispersing or tracking of student financial aid.
Prepares athletic rosters and determines athletic eligibility. Monitors satisfactory progress and academic good standing for student athletes. Applies regulations stated in the NCAA Guide to Eligibility and the Guide to International Academic Standards for Academic Eligibility. Tracks current legislation and future direction in the NCAA .
Takes a functional ownership role in the operation, on-going development, and upgrading of current software programs used.
Performs additional job related duties as assigned or as appropriate.
Non-Essential Job Functions of Position
Education and Experience
Bachelor’s degree. Four years of records management experience and two years supervisory experience.
Preferred: Master’s degree and at least two years of work experience in a college/university registrar’s office. Familiarity with Ellucian DegreeWorks and experience using Banner Student Admin.
Knowledge, Skills & Abilities
Knowledge of federal, state and local laws governing student privacy ( FERPA ) and records administration/retention. Effective organizational, analytical and problems-solving skills. Ability to multi-task, track data and compile reports. Effective communication skills with the ability to make professional presentations. Proven ability to establish and maintain professional relationships across the university. Ability to work well under pressure, meet competing deadlines and prioritize work. Proficiency in Microsoft Office applications Word, Excel, Outlook. Experience using information systems such as Banner, Oracle/PeopleSoft, Jenzabar or others. Knowledge of recordkeeping/document imaging systems.
Preferred: Familiarity with Ellucian Degree Works or similar degree audit software. Experience using Banner Student Admin.
Licenses, Certifications & Registrations
Additional Requirements (e.g. Physical Demands)
Campus Security Authority
Special Instructions to Applicant
Regular Business Hours
Average Hours per Week
Months per Year
Washburn is dedicated to providing a student-centered and teaching focused academic environment and a curriculum that engages the diversity of human experience across the globe. We seek candidates who are committed to Washburn’s efforts to create a climate that fosters the growth and development of a diverse student body, and we encourage applications from members of groups that have been historically underrepresented in higher education. Application materials should clearly articulate how the candidate will contribute to the University’s commitment to diversity and inclusion through their teaching, research, and/or service.
Washburn University is an EOE . Washburn University provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, religion, age, national origin, ancestry, disability, sex, sexual orientation, gender identity, genetic information, veteran status, or marital or parental status.
Background Check Required?
Driving History Checked?
Drug Screen Required?
Anticipated Start Date
Position End Date (if temporary)
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Required fields are indicated with an asterisk (*).
- * Do you have a Bachelor's degree?
- Yes, by the end of semester of hire.
- * Do you have a Master's Degree?
- Currently completing
- * Do you have experience supervising employees?
- * If your highest degree earned is a Bachelor's degree, do you
have at least four years of records management experience and at
least two years supervisory experience?
- * If you have earned a Master's degree or higher, do you have
at least two years of work experience in a college/university
- * Do you have experience using the administrative side of the
Ellucian Banner ERP? The administrative side of Banner does not
include Banner Student Self-Service, Banner Faculty Self-Service,
- Cover Letter