Assistant Registrar

Job Type:Staff

Job Description:

The Assistant Registrar serves as part of the Registrar team which performs complex work in administering processes and providing services related to student academic records, registration, class scheduling, and enforcement of academic regulations, to include management of data in the student information system and other university systems and oversight of academic policy as it applies to university students and programs. This may include updating and editing the academic catalog, representing the Registrar’s Office regarding curricular issues within the catalog, serving as a Designated Student Official when working with international students, supporting the processing and delivery of enrollment reports to various constituents, and in general ensuring the integrity of the curriculum and catalog as well as the accuracy of individual student records.

Essential Duties and Responsibilities:

• Provides effective customer service by having a thorough understanding of applicable academic regulations, rules, laws, policies, and procedures related to registrar functions and applying that knowledge to the provision of information, problem solving, and information processing
• Maintains the integrity of academic records by understanding the information contained in various databases, changing, correcting, or modifying that information accurately and in compliance with academic regulations, correctly interpreting that information and explaining it to students, staff, and faculty, as needed, and reviewing reports to identify errors
• Supports Registrar Office functions by assisting with processes related to commencement, graduation processing, diploma management, processing transcript requests, filing and purging of records, and other administrative tasks
• Works collaboratively with all members of the Registrar team to ensure that the student information system is utilized efficiently and productively
• Assists with the development and administration of Registrar protocols and communications, and partners with the University’s web team to ensure quality product
• Maintains a robust working knowledge of FERPA compliance issues, participates in and/or delivers FERPA training for university faculty and staff, and identifies areas for improvement
• Supports, encourages, and seeks out professional development to optimize performance in accord with supervisor
• Represents the department and the University favorably and in accordance with established Core Values and expectations
• Performs other duties as assigned or directed to meet the goals and objectives of the organization.
• Works under minimal supervision

Other Duties which may be assigned:

• Facilitates the enrollment process by managing tasks related to changes of schedules, withdrawals, refunds, grading policies and procedures, deadlines, cancellation and rebuilding of schedules, grade appeals, transfer evaluations, encumbrances, academic advisement, prerequisites, drops, deleted sections, permissions, overloads, special courses, etc.
• Coordinates publication of the University catalog and handbook, soliciting updates, reviewing information for accuracy, and identifying areas of concern
• Implements, reviews, and trains faculty and staff on curriculum management best practices
• Oversees curriculum management business processes within the student information system, including building and maintain academic requirements
• Assists with monthly enrollment reporting via the National Student Clearinghouse (NSC) in compliance with federal reporting requirements
• Manages student rosters and eligibility in online directories, in accordance with established institutional and external requirements
• Coordinates Student and Exchange Visitor Information System (SEVIS) documentation and verification for F-1 visa international students, serving as a Designated School Official (DSO)
• Maintains the management of the Electronic Residency Application System (ERAS) process, along with other medical education online processes (e.g., FSMB, NBME, NBOME)

Supportive Functions:

• Performs other administrative tasks as needed (i.e., filing, preparing documentation)
• Participates in developing department goals, objectives, and systems
• Actively participates in team and University meetings

Qualifications:

• Bachelor’s degree required
• Three to five years’ experience in university/college Registrar Office or comparable other office experience preferred
• Knowledge of student academic records in accordance with federal and state regulations and university policy. Experience in managing student records/student information system databases
• Ability to administer complex processes and engage in independent decision-making is preferred
• Excellent customer service and interpersonal skills, with ability to interact effectively and work efficiently with people at all levels in an organization
• Excellent time management and organizational skills
• Strong verbal and written communication skills
• Keenly attentive to detail
• Ability to keep sensitive information confidential
• High level of computer literacy in the use of personal computers and/or mainframe computers is required and includes keyboarding ability, and proficiency with Microsoft Office or comparable application suites

Equal Opportunity Employer

KCU is committed to promoting an equal employment opportunity workplace. Equal opportunity is and shall be provided for all employees and applicants for employment on the basis of their demonstrated ability and competence without discrimination on the basis of race, color, religion, sex, age, national origin, genetic information (GINA), physical or mental disability, pregnancy, sexual orientation, gender identity, marital status, familial status, ancestry, military and/or veteran status, and/or any other status protected by applicable Federal, state or local law.

Annual Security Report

KCU is committed to providing a safe campus for students, faculty, and staff. Our annual campus security report lists campus crimes and statistics for the campus and public areas around campus for the last three years, in accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act.

Thank you for your interest in a career at KCU!