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Associate Registrar

Georgia State University
Georgia, United States
Salary Not Specified
Posted Date
Sep 22, 2023

Associate Registrar

Provost & VP of Academic Affairs

Registrar Department

Atlanta Campus

In the Office of the Registrar, the primary responsibility of the Associate Registrar, Online Student Success Coordinator position oversees the receipt, coding, scanning, and imaging of admissions, financial aid, and all academic records for the University. System coding and permanent archive of records are key to ensuring compliance with FERPA and all regulations concerning the maintenance and retention of records. The person is responsible for the records maintenance for all 6 campus locations.

The document management center supervisor oversees the daily operation of the imaging systems and updates within student records, maintains and conducts internal quality controls, handles subpoenas working with the university legal department, trains employees across the university on records and document management policy as well as usage of the institutional imaging application for historical unit storage. Ensure compliance with federal, state, and university regulations across the unit and University-wide through interaction with peers and state officials.

The document management supervisor is also responsible for the National student clearinghouse upload and error resolution process. Additionally, this person manages imports from two major third-party tools to Xtender as the final document home of record for students. This person controls the import and update for third party access for FERPA reasons from both the student side and the parent portal workflow side.

WHAT MAKES The Registrar's Office A GREAT PLACE?

· A flexible work environment

· Generous benefits, including health, dental, vision, tuition assistance, retirement, etc.

· A knowledge-sharing organization that works collaboratively with diverse partners.

· Professional development opportunity and mentorship

· A rapidly growing center within an academic setting

  • Develop and manage the daily operations, procedures, processes, and workflow of the document management processes to include and not limited to scanning, indexing, quality control for accuracy and confidential records destruction, mail processing, student records processing, records access, record coding, data entry of new students, tracking information.
  • Develop the needed tools to continually evaluate and improve document management procedures and processes; Develop and maintain written training documentation and server as a resource and liaison with all internal and external customers, as needed on document management processes issues.
  • Supervise document management staff. Train new and existing employees on current policies and procedures, and knowledge of each department’s procedures as they relate to the remote document management processes. Monitor compliance of departmental, university, state and federal policies and procedures.
  • Coordinates human resources activities, including creating/modifying position descriptions, eTIME, performance appraisals, hiring, training new employees, discipline, resolve conflict, and termination of employees. Has knowledge of campus human resources policies, procedures, and employment development opportunities. Maintains materials for use in policy and procedure manuals and training documents.
  • Continually enhance the use of the Extender document management imaging system, upgrading, and testing the system and related processes, train others on its use. Work collaboratively with IIT and Banner system offices on enhancements and transmission of data from various other application systems.
  • Coordinate and work collaboratively with various campus representatives for records management. Handle subpoenas for information with the legal department and respond to third party requests for data.
  • National student clearinghouse processing and corrections, as well as third party access controls for student and parent lead tracking versions

Qualifications :

Minimum Hiring Qualifications:

Bachelor's degree in a related field and four years of supervisory/management experience; or a combination of education and experience.

Preferred Hiring Qualifications:

Preference will be given to candidates demonstrating a knowledge of registrar-related functions, processes and laws governing records management.
  • Must have a working knowledge of integrated student record data systems, such as Banner and Banner Workflow.
  • Must have demonstrated leadership experience and solid personal understanding records management platforms.
  • Must have a collaborative, energetic and resourceful work style.
  • Excellent oral and written communication skills.
  • Excellent organizational and interpersonal skills.

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