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Associate University Registrar

Washington and Lee University
Virginia, United States
Salary Not Specified
Posted date
Jul 16, 2021

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Position Type
Administrative, Academic Affairs, Academic Administration, Curriculum & Instructional Development, Other Academic Affairs, Student Affairs, Admissions, Enrollment, Retention & Registrar, Other Student Affairs
Employment Type
Full Time
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Job Description:

The Associate University Registrar is an integral member of the University Registrar's team who works to support the mission and functions of the University Registrar’s Office; interprets and enforces college policy and procedures when appropriate; and administers functions such as class registration, grading, academic record maintenance, and classroom assignments.

Washington and Lee University actively promotes a dynamic and inclusive environment that allows students and employees of multiple backgrounds, cultures, and perspectives to learn, work, and thrive together. Successful candidates will contribute to that environment and exhibit potential for excellence in their areas of expertise.

Essential Functions:

  • Develops, interprets and enforces academic policies. Remains abreast of issues and events in the broader arena of higher education and acts as an expert consult for standard concepts, practices, and procedures within records and registration offices. Adheres to the AACRAO Principles of Professional Ethics and Practice.

  • Uses diversified styles of communication, encouraging open expression and common understanding.

  • Works with students, faculty, staff, and others in a consistent, fair, equitable, accessible, and friendly manner.

  • Integrity, responsiveness, reliability, careful attention to detail, and knowledge of University academic policies and of the University as a whole are hallmarks.

  • Supports office functions within the student database (Ellucian Colleague, Self-Service, WebAdvisor, and in transition to Workday, currently underway) including maintaining data integrity, inter-office training, communications, and testing.

  • Responsible for building and managing the class schedule each term, the online course registration for faculty and students, online grading processes, and updating student records (incompletes, WIPs, AP, IB, placement tests, grade changes, late drops and adds, medical drops, etc.) and associated training.

  • Leads academic catalog editing processes and the Digarc Acalog catalog maintenance and updates, new catalog preparation, and preparing the catalog for print. Includes the responsibility for training as appropriate.

  • Provides functional administrative-level support of 25Live events-scheduling software and Optimizer classroom assignments per term. Helps to manage undergraduate classroom spaces and approves event use during the academic day in most of these spaces, including working directly with faculty and staff to meet their needs.

  • Oversees the management of the University Registrar website with an eye for modern functionality, using the Ingeniux content management system, to include building new pages and annual updates to current pages.

  • Understands data management, student data specifically, and helps create Entrinsik Informer reports and runs ad hoc queries, as needed. 11: Acts as secretary to the Faculty Executive Committee, chair of the Registration and Class Schedules Committee; and works on additional university committees as directed.

  • Represents the University at professional networking opportunities at the state and regional levels, and seeks to uphold best practices within the field.

  • Assists with general University Registrar functions such as responding to public inquiries; data entry and processing; web, electronic, and paper information maintenance and correspondence; academic calendar events and deadlines; organizing an annual office retreat; coordinating office procedures and documentation; certain commencement events; and process evaluation and improvement.

  • Other related duties as assigned.

Minimum Qualifications: Bachelor’s degree, and five years of progressively responsible job-related experience, or an equivalent combination of education and experience. Master's degree desirable. Must possess the highest degree of integrity and maturity due to the sensitive, often-confidential nature of students' education records and faculty and staff interactions.

Strong organizational skills, with the ability to work independently and collaboratively, and to effectively balance multiple tasks and responsibilities in parallel, maintaining attention to detail. Ability to analyze and solve problems in a rapidly changing environment.

Excellent oral, written and customer service skills, and ability to work pleasantly and professionally with diverse and varied constituencies – students, faculty, alumni, parents, and co-workers.

Ability to develop and conduct training for end users required; experience preferred. Ability to work with a team of functional and technical staff to manage, test, and improve system processes. Demonstrated proficiency in technology required for intra- and inter-office support (e.g., Microsoft Office suite including Publisher and PowerPoint) and demonstrated willingness and ability to learn or master new software, as appropriate.

Meets the University values of being principled, honest, and consistent; is respectful and sensitive to cultural differences and embraces diversity; is dedicated to Washington and Lee’s mission to develop students and help them grow; demonstrates commitment to the Washington and Lee community; and strives for knowledge and developmental excellence in self and others.

The university requires employees to become fully vaccinated for COVID-19 and new employees must provide proof of at least their first shot prior to the first day of employment. Individuals may seek a medical or a religious exemption to the vaccination requirement.

Application Instructions:

Resume, cover letter and list of professional references are required. You will be asked to provide contact information for professional references in the application questionnaire. Review of applications will begin immediately and continue until position is filled.

Current W&L Employees: Apply from your existing Workday account. Do not apply from the website. Log in to Workday. Click on the Career Application, search Find Jobs, and open Find Jobs or Tasks and Reports. Locate the position and click Apply. Update your Education and Job History, and provide three professional references in the appropriate boxes. Refer to this Job Aid for additional guidance.

External Applicants: Complete the online application form. The online application form requires you provide names and contact information for three professional references, such as a current or former supervisor.

Physical Requirements:

  • Fingering: Picking, pinching, typing or otherwise working, primarily with fingers rather than with whole hand or arm as in handling.

  • Repetitive motions: Making substantial movements (motions) of the wrists, hands, and/or fingers.

  • Reaching: Extending hand(s) and arm(s) in any direction.

Working Conditions: None

Types of Work: Light work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.

Work Schedule: M-F, 8:30 am – 4:30 pm with occasional nights and weekend hours required.

Benefit Eligible



Weekly Hours:


Minimum Pay:


Pay commensurate with experience.

Washington and Lee affirms that diverse perspectives and backgrounds enhance our community. We are committed to the recruitment, enrichment, and retention of students, faculty, and staff who embody many experiences, cultures, points of view, interests, and identities. As engaged citizens in a global and diverse society, we seek to advance a positive learning and working environment for all through open and substantive dialogue.

Washington and Lee is an Equal Opportunity Employer. As such, we are interested in candidates who are committed to high standards of scholarship, performance and professionalism and to the development of a campus climate that supports equality and diversity in our faculty, staff and student body. Job description requirements are representative, but not all-inclusive of the knowledge, skill, and abilities needed to successfully perform this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions.

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