Registrar and Manager of Student Services

Colburn School
California, United States
Salary Not specified
Mar 30, 2021
Employment Level
Employment Type
Full Time

The Registrar and Manager of Student Services oversees the academic functions for both the Conservatory and Music Academy (approximately 190 students), as well as managing and assisting with services available to students, including financial aid, commencement, orientation, etc. The Registrar is the primary administrator for SIS and LMS systems (currently Blackbaud and Canvas), and has a high level of fluency and skill in databases and online systems. Colburn will be implementing a new SIS in the 2021-2022 academic year, and the incoming Registrar will have primary oversight of the implementation. Principal duties include coordinating the academic class schedule with faculty and Production, registering students, maintaining student records, tracking absence requests, scheduling final exams and juries, managing and coordinating Commencement, and serving as secretary for the Conservatory Financial Aid Committee. The Registrar may be called upon to provide administrative support to the Dean in all areas, both defined and as may occur. Specific knowledge of music is not required, but is a definite plus. This is a full time position, 12 months per year.  

Essential Duties include:

Maintains accurate student records, for purposes of registration, grading, degree audits, graduation processing, and disciplinary proceedings.

Manages the SIS Registration module and is responsible for maintaining the yearly degree audits.

Manages the LMS: builds course shells, enters rosters, and exports grades.

Coordinates the academic class schedule, including room assignments, with Production and Department Chairs.

In consultation with the Dean and Provost, as well as appropriate faculty committees creates academic calendar and teaching schedule.

Is responsible for accurate registration of Conservatory and Music Academy students, following up with academic advisors as needed, providing reports to the Dean and Provost.

In coordination with the faculty, creates the schedules for placement exams during Orientation, final exams, and juries.

Collects mid-term reports from faculty to identify students at risk of going on probationary status.

Provides student data for all annual reporting, including NASM and BPPE.

Provides Dean and Provost with institutional data and research regarding all areas of enrollment, maintaining accurate historical data in order to provide recommendations and modeling for new academic and curricular initiatives.

Coordinates the Conservatory Commencement, including ordering regalia, ordering diplomas, and working with other offices in the School as needed to organize the ceremony.

Assists in the annual update of the Conservatory Student Handbook and Catalog and provides information as it applies to registration and Student Services.

Assists in the accreditation process as needed for registrar and student retention data.

Assists Dean and Provost as needed in the management of various committees and working groups.

Other duties as assigned.

Student Services

Processes and tracks requests for short- and long-term absences.

Coordinates and tracks all records for the Conservatory Financial Aid Committee, including meeting preparation. Acts as secretary for the Committees.

Functions as one of the School's Designated School Officials (DSO) for the Department of Homeland Security's SEVIS database. Works with the School's Primary DSO in this capacity.

Assists with the Conservatory Office workload during its seasonal variations, especially assisting the Manager of Admissions during application and audition season as needed.  

Educational Requirements:

Bachelor's degree required, or equivalent experience; background in music is a strong preference.

3-5 years of experience at an academic institution, or in a performing arts organization with related requirements  

Other skills and abilities required:

MS Word, Excel, Internet; knowledge of Blackbaud SIS is helpful  

Strong proficiency in written and spoken English; proficiency in other languages is a plus

Strong customer service skills. Ability to multi-task and prioritize duties.

Ability to maintain professional demeanor in high-stress situations.

Strong organizational skills, with great attention to detail.

Works well as a member of a team and has the ability to act independently.  

The start date for the position is summer 2021 (June-July).