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Registrar

Employer
Otis College of Art and Design
Location
Los Angeles, California (US)
Salary
$79,014.00 - 96,715.00 / year
Date posted
Feb 23, 2024

https://otis.csod.com/ux/ats/careersite/4/home/requisition/34?c=otis

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Otis College of Art and Design

 

Registrar

Salary Range: $79,014.00 - 96,715.00

Open Until Filled

Los Angeles, CA (Westchester)

 

We are searching for an experienced Registrar at our Goldsmith Campus - Westchester campus. 

 

Primary Duties and Responsibilities: 

The Registrar is responsible for maintaining the integrity of student academic records at the College. The Registrar leads and contributes to the planning, implementation, and maintenance of technological systems that facilitate registration, degree auditing/advisement, student data collection, graduation and course and event scheduling. They serve as a key liaison to faculty and administration regarding student information and policies, representing the College on related matters. The position involves developing and interpreting student records, applying and enforcing academic policies and procedures to meet institutional goals and objectives, and supporting the campus in accordance with applicable federal regulations, including FERPA, immigration regulations, state regulations, and institutional guidelines. The Registrar supervises all staff and functions in the Office of Registration and Records. The Registrar prioritizes the Office of Registration and Records’ contributions to a quality campus climate and to equity and inclusiveness.

The Registrar reports to the Dean of Enrollment Management and closely collaborates with the Assistant Provost and the Department Chairs to establish degree programs and course requirements that will meet the standards of accrediting agencies.

 

CORE DUTIES and RESPONSIBILITIES:

Daily Responsibilities/Duties - 50%

• Oversees the creation, maintenance, dissemination of student academic records and related information. Ensures security and accuracy of student records system and ensures compliance with federal and state regulations, in particular the Family Education Rights and Privacy Act (FERPA). Ensures the release of information is appropriately authorized.

• Implements and oversees all registration processes and functions for the BFA and MFA programs.  Identifies and implements the enhancements of the registration and student information system (Banner). Evaluates and seeks to improve registration processes and functions to increase accessibility for students.

• Implements and oversees the technology aspects of the degree advising system (Degree Works) to meet the needs of students and academic advisors. Builds curriculum rules and updates the system based on current curriculum and degree requirements. Supports the Academic Advising team by exploiting the reporting capabilities of Degree Works. The Degree Works system acts as the primary resource to the Academic Advising unit regarding degree requirements. 

• Plans, evaluates and implements the College’s processes regarding student registration, record keeping, record retention, grading policies, transfer credit evaluations, course substitutions and graduation audits. 

• Develops, interprets, applies, and enforces academic and administrative policies, procedures, and rules. Must maintain current knowledge of curriculum, policies, regulations, and guidelines applicable to students. Reviews and makes decisions on exceptions to policies.  Together with the Provost’s office, reviews academic policies and their implementation to remove systemic inequities.

• Works closely with Information Technology to ensure integrity of various information systems related to academic records. Implements new systems and maintains existing systems to include registration, class and event scheduling, degree audits, academic history, reporting, validation tables, self-service, etc.  Wherever possible, creates efficiencies in existing systems.

• Oversees the hiring, training, and performance of registration staff in office procedures, institutional policy, and professional ethics. In particular, the Registrar is responsible for overseeing compliance with federal regulations governing release of student information (FERPA).  Builds a team that empathizes and values each other’s ways of being, communication, doing and thinking and which embraces, integrates, and adapts to diverse cultural styles. Assesses performance and provides feedback.  Counsels and disciplines as needed.  Identifies and recommends opportunities for training and professional growth. 

• Oversees the Primary Designated School Official to ensure quality advisement to international students on Department of Homeland Security (DHS) regulations, payroll/employment restrictions, registration processes, benefits, and other compliance issues. Oversees the verification of visa documents and the preparation and certification of other official documents required by U.S. or foreign governments and agencies. 

 

 

Weekly/Monthly Duties/Responsibilities - 25%

• Oversees the creation of the schedule of courses and the coordination of classroom, lab and facilities usage among the academic departments. Must have the ability to negotiate complex space issues that may arise between academic departments. 

• Oversees the event scheduling on campus and established priorities for event spaces when conflicts occur.

• Provides enrollment reports to senior staff, including, registration numbers and readmission statistics and weekly enrollment projection updates during online registration leading to census for each required semester. Tracks and analyzes withdrawal data from census to census.

• Oversees the official awarding of degrees and College honors and the creation and distribution of diplomas.

• Oversees the processing of applications for readmission.

• Oversees the production of transcripts.

• Oversees the monitoring of attendance records in support of government reporting regulations.

• Oversees the submission of enrollment reporting to the National Student Clearinghouse which is the College’s enrollment servicer to the National Student Loan Data Service. 

• Organizes and participates in academic standing procedures, meetings and correspondence relating to dismissals, probationary standing, and Dean’s List.

• Oversees the creation, accuracy, and maintenance of permanent academic records, beginning with registration and ending with grade reporting.

• Oversees staff who provides special services for Veterans and F-1 international students, including record keeping, visa renewals, and certifications. Ensures College compliance with all regulations related to international and veteran students.

• Monitors processes that ensure data integrity within the student information system and works in conjunction with the Office of Institutional Research and Effectiveness and the Data Governance Committee to ensure the integrity of enrollment and student data.

• Collaborates with the Office of Institutional Research and Effectiveness for reports required by the federal government and other bodies, including reports on enrollment, persistence, completion, and demographics. Ability to perform data analysis.

• Stays current in college, federal, state and/or regulatory changes and ensures staff members are informed of changes and updates. Understands FERPA and other privacy/confidentiality legislation and directs the activities of the office accordingly. Reads pertinent literature, attends conferences, and participates in professional associations as appropriate. Maintains a leadership role on departmental and College committees.

 

Cyclical Responsibilities/Duties - 15%

• Develops  the academic calendar to meet contact hour requirements.

• Manages the department budget.

• Collaborates with the offices of The One Stop, Admissions, Student Financial Services and Academic Advising to facilitate the registration/enrollment process for new and continuing students.

• Oversees the development of the course catalog and the academic policy section of the student handbook.

• Monitors trends in higher education that impact academic policy and regulatory compliance requirements e.g., FERPA

• Serves as an ex-officio member of the Academic Standing and Curriculum Committees. Represents the department on other college-wide committees.

• Develops and maintains business process guides for all administrative functions in their purview.

 

This position requires strong interpersonal and communication skills, excellent organizational skills with attention to detail, precision, and accuracy

 

Duties as assigned - 10%

Performs other related duties as assigned. 

 

Required Qualifications:

Bachelor’s degree is required, Master’s degree preferred. Must have a minimum of 5 years of experience as an Associate Registrar or Registrar in a college or university setting.

 

PREFERRED SKILLS and EXPERIENCE: 

• Must have the ability to build trust and interact effectively with students, staff, department chairs and faculty including those who are different from themselves across race, class, disabilities, gender, sexual orientation, ethnicity, and other human differences. 

• Must understand and seek to eliminate the barriers for diverse cultures to engage effectively in the Office of Registration and Records services, including the impacts of previous interactions.

• An understanding of college curricula, degree requirements and academic regulations is essential.

• Must have the ability to problem solve and generate new ideas and methods to align with curriculum changes and technology advancements.

• The incumbent must possess advanced computer skills, especially with relational databases and standard desktop software applications. Familiarity with using and assisting with the implementation of Student Information Systems.  Ellucian Banner, DegreeWorks, and Coursedog is preferred.

• This position requires a strong ability to adapt to new and changing technologies. 

• Ability to interpret and understand state and federal policies, procedures and regulations affecting student enrollment, student privacy and FERPA is required.

• Ability to recommend and implement new policies and procedures based on changing federal, state, and College policies with consideration for how new policies will impact historically marginalized populations.

• This position requires strong interpersonal and communication skills, excellent organizational skills with attention to detail, precision and accuracy.

• Demonstrated skills and strong commitment to providing excellent customer service to students, faculty, chairs, and staff is required.

• Must demonstrate evidence of sensitivity to and an understanding of the diverse academic, socioeconomic, cultural, disability, ethnic, and gender identities and backgrounds of college students.

• The successful candidate must exhibit unquestionable professional and personal integrity, and the ability to work both collaboratively and independently with minimal supervision.

 

FLSA Status: Exempt

Compensation Type: Annual Salary

 

Our company provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.

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