Assistant Registrar for Technology

Benefits at a Glance

Special Instructions to Applicants : Please attach a cover letter and a resume in the Supporting Documents section of the application. Please make sure to include employment dates on the resume in Month/ Year format.

Position Summary

The Office of the Registrar (OTR) is looking for an Assistant Registrar for Technology. Under limited supervision, the Assistant Registrar for Technology manages the software tools used by the OTR and the university in the area of student records management and academic administration (such as Ellucian BANNER, Leepfrog CourseLeaf, and associated systems).

This position coordinates and performs testing of software, provides training and assistance to the community on software used to support academic administration; makes recommendations on existing processes; analyzes and resolves problems that occur; serves as the liaison between OTR and OIT (Office of Information Technology) for appropriate systems; and participates in the creation, design, and testing of new software, upgrades, and enhancements; and serves as a primary intake for data requests and processing of those requests to support the academic mission of the university.

Ideal candidates should have a positive attitude that desires professional growth and development, as well as experience in records and data management, data reporting and the use of data query tools, specifically utilizing an Oracle database and SQL. Must also have experience in the testing and implementation of software and/or changes to existing software.

Essential Functions

• Software and Systems, Academic Data, and Student Records Management
  • Manages the university’s software tools used for student records management and academic administration.
  • Performs highly-detailed analysis and routine data integrity audits of student records and other academic administration data. Consistently reviews and analyzes data, ensuring data accuracy, etc.
  • Directs the creation of the Course Schedule each semester, including the management of systems related to the Course Schedule. Interacts and collaborates with academic departments to ensure the accuracy and completeness of the Course Schedule. Prepares and manages the Course Schedule. Communicates the timeline and deadlines with academic departments and ensures that deadlines are met.
  • Creates and posts the final examination schedule each semester.
  • Develops a comprehensive understanding of how the Course Catalog and Schedule relate to other functional areas in the OTR such as classroom scheduling, student records, and graduation. Disseminates this information to all other members of the OTR office team.
  • Documents the policies and procedures involved in the Course Catalog and Course Schedule.
  • Recommends and participates in the development and implementation of university policies and procedures.
  • Proposes and implements improvements to the university’s technology tools.
  • Serves as an administrator of the OTR website.
  • Assists in the preparation of training materials for the software used for student records and academic administration; conducts training of system users both inside the OTR as well as with other university departments.
  • Maintains current professional knowledge in the area of academic administration technology.
  • Completes ad hoc data requests, as appropriate, for the university community.
  • Serves as the liaison between OTR and OIT (Office of Information Technology) for appropriate systems.
  • Participates in the creation, design, and testing of new software, upgrades, and technology system enhancements.
  • Creates and maintains documentation on processes and application configuration and provides recommendations for continuous process improvement, and then actively involved in the implementation of those improvements; develops new methods for student records reporting, process improvements, and strategic planning; identifies trends, writes proposals, procedures, and other documentation.
  • Oversees digitization of student records.
• Customer Service and Communication
  • Interacts regularly (daily) with office patrons, primarily current students, alumni, staff, and faculty, performing exceptional customer service in person, on the phone, and via electronic mail.
  • Interacts regularly with active students, answering questions, providing university academic policy information (from the General Announcements), etc.
  • Assists in the multitude of day-to-day tasks, duties and functions associated with the OTR. As needed, provides backup support to other members of the OTR team, including the Front Desk (Customer Service), and triage with students and office patrons, as needed.
  • Regularly interacts and collaborates with others involved in record maintenance areas (such as Admissions, Financial Aid, Cashier’s Office, Enrollment Management, Academic Advising, Graduate Studies, Institutional Research, Student Judicial Programs, Athletics, etc.) to facilitate the resolution of problems and to ensure the accuracy, completeness, and conformity of student records.
• Additional Functions / Information
  • Has administrative responsibility for the content on the OTR website; contributes toward the development and editing of website informational text to communicate policies and procedures to the university community and beyond.
  • Has shared responsibility to make ongoing updates and improvements to OTR business process documentation (specifically the OTRwiki, the OTR monthly production calendar, etc.).

Requirements

• Bachelor’s Degree
• Three (3) years of experience in records and data management, accounting, and/or other related experience to acquire skills necessary to administer complex office functions related to the management of high detail student data records, compilation of reports, and the implementation and interpretation of student records and registration policies.
• Must have experience in data reporting and use of data tools, specifically utilizing an Oracle database and SQL. Must also have experience in the testing and implementation of software and/or changes to existing software
• No substitutions for education or experience allowed.
• Demonstrated experience in records and data management, accounting, or other closely related field.
• Experience with PC computers, including advanced level proficiency with the Microsoft Office suite of standard applications.
• Proficiency and understanding of database concepts and database application development issues.
• Demonstrated ability in writing reports and querying databases using query tools (SQL, etc.).
• Excellent customer service and interpersonal skills, including a high level of maturity, professionalism, and ability to maintain confidentiality of sensitive student information.
• Excellent verbal and written communication skills.
• Excellent organizational skills and the ability to prioritize work assignments.
• Excellent analytical and problem-solving skills.
• High degree of accuracy and an uncompromising attention to detail.
• Good presentation skills, ability to present abstract concepts and information.
• Ability to communicate effectively with management.
• Ability to work both autonomously and as a member of a team, with minimal supervision.
• Ability to work within a fast-paced office environment with changing priorities, critical deadlines and the need for multitasking.
• Ability to quickly learn new systems, processes, and procedures.
• Ability to quickly learn and understand applicable laws, regulations, and policies, including how they are applied within their assigned functional area

Preferred Qualifications

• Advanced Degree (Master’s Degree).
• Experience in a college or university Registrar’s Office.
• Experience with managing curriculum, course catalog changes, course scheduling, and room scheduling.
• Experience in project management.
• Experience with the following specialized software systems, programming languages, and applications highly preferred:
  • with the Ellucian BANNER student information system
  • with the Degree Works degree audit software application
  • with the LeepFrog CourseLeaf suite of software products, particularly the CAT, CIM, CLSS modules
  • with the Astra Schedule scheduling software application
  • with the Tableau reporting (and data visualization) software application
  • with the SQL programming language and database management
• Ability to articulate issues and policies, negotiate, foster consensus, and solve problems

Rice University is an Equal Opportunity Employer with commitment to diversity at all levels, and considers for employment qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national or ethnic origin, genetic information, disability or protected veteran status.

Current Rice University COVID policies, which include vaccination, face mask, testing, gatherings, occupancy limits, and travel policies can be found here: https://coronavirus.rice.edu/policies