University Registrar

Posting Details

Recruitment Number


Working Title

University Registrar

Position Type


Appointment Percentage



Academic Affairs Division

Description of College / Department / Program / Division / Unit

Position Summary

The University of Wisconsin – La Crosse ( UWL ) and the Division of Academic Affairs invites applicants for the position of University Registrar. The Registrar provides leadership, management, and coordination for the operations of the Office of Records and Registration, which includes the Veteran Educational Benefits unit, to ensure the integrity, maintenance, and security of student and academic records and data. The Registrar supervises and guides staff in the planning and delivery of essential curricular, scheduling, and records services; enhances services in response to faculty and student needs by employing emerging technologies to improve the efficiency, convenience, accuracy, and effectiveness of those services; develops and administers the unit budgets and accounts; serves as a consultant on University curriculum, policy, and program planning committees; and provides direction and leadership for implementation and enforcement of academic policies and procedures in compliance with local, UW System, state and federal regulations. The Registrar is part of the leadership team within Academic Affairs and reports directly to the Associate Vice Chancellor for Academic Affairs.

Required Qualifications

Earned master’s degree from an accredited institution of higher learning.

Progressively responsible experience in a Registrar or Student Records office, or related experience in higher education.

Experience with enterprise-level student information and course registration systems such as PeopleSoft, Banner, Jenzabar, or Slate.

Demonstrated experience with supervision of staff.

A commitment to diversity and inclusion.

Strong oral, written, and interpersonal communication skills and a student-centered service mindset.

Demonstrated experience collaborating with a diverse range of institutional stakeholders.

Preferred Qualifications

Excellent organizational and problem-solving skills.

Demonstrated ability to deliver student centered services.

Knowledge of the administration and maintenance of the PeopleSoft SIS .

Experience with interpreting and implementing academic policies and procedures.

Demonstrated experience integrating new technology into office procedures and processes.

Demonstrated ability to use query tools to retrieve information form a complex database.

Project management experience.

Physical Demands

Working conditions and environment

Some travel may be necessary and occasional evenings and weekends to meet the needs of department.

Miscellaneous Information


These are the job duties required for the position.

Responsibility Statement

Provide Visionary Leadership and Strategic Planning

Duties to Support Responsibility

• Direct and lead all administrative and operational functions of the Office of Records and Registration (the office).

• Provide leadership with curriculum management, classroom scheduling, course registration, records management, enrollment reporting, attendance and degree verification, transcript production, degree processing, degree audits, athletic certification, and veteran’s educational benefit services.

• Develop and implement short and long term strategies for achieving the goals of the office to align with the division and the university.

• Develop systemic strategies and solutions to increase accuracy, efficiency and timeliness of services provided by the office.

• Collaborate with others across campus to advise on and implement university policies and procedures that support an environment conducive to student success.

• Ensure the integrity, accuracy, and security of all academic and demographic records; serve as the official authorized custodian of student records.

• Create reports for campus administrators to facilitate management decision-making, planning, and policy development.

• Provide strong leadership, both on and off campus, by participating in committees and professional development activities, including service to state, regional and national professional associations.

• Enforce institutional and legal policy standards and regulations.

• Coordinate new and emerging initiatives related to the core functions of the office with relevant stakeholders internal and external to the institution.

Percentage Of Time




Responsibility Statement

Oversee Curricular & Faculty Services Functions

Duties to Support Responsibility

• Assist department chairs, program directors, and faculty with curriculum development and change.

• Coordinate the curriculum review activities of the Undergraduate Curriculum Committee and of the Graduate Curriculum Committee; serve as a consultant for both committees.

• Serve as a consultant for the Academic Planning Committee and for the General Education committee.

• Coordinate the Records Office Curriculum and Scheduling team activities and planning.

• In conjunction with academic departments, create, update and communicate University timetable of classes.

• Ensure accurate and timely creation and delivery of the University catalog.

• Facilitate effective student registration and ensure College Scheduler (student schedule building software) is up-to-date and working efficiently.

• Manage efficient use of classrooms.

• Monitor university academic calendars; create and disseminate final exam schedule.

• Oversee the creation and maintenance process of academic degree audits.

Percentage Of Time




Responsibility Statement

Oversee Records & Student Services Functions

Duties to Support Responsibility

• Monitor transactional activities conducted in the office to ensure appropriate academic record information is collected and accurately recorded.

• Collect grades in a timely manner for all academic coursework offered by the institution.

• Oversee transcript and record production, enrollment and degree verifications, and student withdrawal from classes.

• Oversee posting of degrees to student academic records; ensure diplomas are produced and distributed in a timely manner.

• Collaborate with academic units in developing, implementing and enforcing academic policy; ensure approved policies can be systemically supported by existing human, fiscal and technological resources.

• Make recommendations to alleviate conflicting or confusing discrepancies of academic and institutional policy in consultation with university constituents.

• Serve as a consultant to the Committee on Academic Policies and Standards ( CAPS ) and serve as a consultant to the Graduate Council.

• Ensure University enrollment reporting for veteran benefits, athletic eligibility and National Student Clearinghouse are accurate and completed in a timely fashion.

• Ensure the office is providing exceptional customer service at all times.

Percentage Of Time




Responsibility Statement

Coordinate Software Planning, Implementation, and Evaluation

Duties to Support Responsibility

• Ensure software systems used by the office operate as effectively and efficiently as possible for students, faculty and administrative staff across campus.

• Analyze technical capabilities of automated systems and current business practices to identify potential changes that may lead to more efficient operations.

• Research, monitor, and implement software technologies to enhance student/faculty academic transactions including document imaging, academic catalog/curricular processing, electronic forms, transcript production, enrollment reporting/submissions, diploma production, and student scheduling.

• Oversee management of student records on PeopleSoft Campus Solutions.

Percentage Of Time




Responsibility Statement

Provide Personnel Supervision and Budgetary Oversight

Duties to Support Responsibility

• Determine, secure, and allocate human, financial, and other resources.

• Monitor and approve budgetary expenditures and incoming revenue projections to ensure office is adequately funded for standard operational functions.

• Negotiate agreements for services with 3rd party vendors in compliance with UW System and institutional policy and oversight.

• Supervise staff and provide guidance and leadership to develop and support high functioning teams within the office.

• Monitor and provide feedback on staff work performance; conduct annual staff evaluations.

• Provide feedback on workload issues with Division leader to ensure adequate staffing is maintained.

• Continuously monitor efficiencies, transactions, tone and message of outbound/inbound communications going to institutional customers.

• Conduct departmental meetings; monitor activities completed in the academic year cycle.

• Ensure UW System, state, federal or best practice recommendations are followed by the staff to ensure academic record integrity is preserved.

• Provide expertise related to the Family Educational Rights and Privacy Act ( FERPA ) and ensure institutional compliance with FERPA in relation to academic records.

Percentage Of Time




Responsibility Statement

Other duties as assigned by supervisor

Duties to Support Responsibility

Percentage Of Time




Posting Detail Information

Special Instructions

Posting Date


Close Date

Continuous Recruitment


Continuous Recruitment First Review Date


Position Contact Name

Victoria Rahn

Position Contact Email
Required Documents
Required Documents
  1. Resume/Curriculum Vitae
  2. Cover Letter/Letter of Application
  3. Reference Contact Information
Optional DocumentsSupplemental Questions

Required fields are indicated with an asterisk (*).

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