Registrar

Western Theological Seminary

Registrar Job Description

Essential duties and responsibilities (Other duties may be assigned)

• Student Information System/Database Management

   

  • Maintain all program curricula and program records

     

    Maintain student academic records for all programs 

     

    • Grades

       

      Course substitutions and waivers 

       

      Transfer credits

       

      Degree audits

       

      Transcripts

       

    Responsible for FERPA compliance 

     

  Registration

   

  • Set up all courses in Blackbaud

     

    Prepare and maintain academic calendars

     

    Prepare in-residence course schedules and classroom assignments 

     

  Advising

   

  • Provide academic advising to students in person and by phone/video

     

    Implement advising strategy and oversee other staff advisors

     

  Retention

   

  • Design, implement and oversee retention strategy that is student-focused and incorporates information from all components of students’ lives: academic, financial, relational, and vocational

     

  Graduation

   

  • Send “Intent to Graduate” announcement to all students

     

    Determine list of graduates to send to faculty and Board for approval

     

    Order and prepare diplomas

     

    Confer degrees and mail diplomas

     

  Catalog 

   

  • Update course catalog as directed by curricular and policy changes 

     

  Internal/External Academic Relationships

   

  • Promote and maintain effective relationships with faculty and staff, collaborating on issues relating to curriculum, policies, and other areas of registrar responsibilities 

     

    Retain official accreditation documents

     

    Retain official partnership documents and MOUs

     

    Serve as liaison with external partners (Young Life, MFCA, etc.)

     

  Reporting

   

  • Generate annual enrollment reports

     

    Post Clearinghouse reports

     

    Gather and report data and serve as primary seminary contact for required federal government and Association of Theological Schools (ATS) 

     

    Administer processes required to complete annual student, graduate, and alumni questionnaires for ATS reporting 

     

    Serve as representative for Veterans Affairs  

     

  Based on experience, duties may include implementation and administration of federal and institutional financial aid programs, policies and regulations

   

Knowledge and Abilities

• Organize and manage work effectively

   

  Attend to details and accuracy of records

   

  Work collaboratively 

   

  Multi-task to meet deadlines and prioritize work 

   

  Encourage and counsel students while upholding seminary policies 

   

  Maintain confidentiality 

   

  Understand database software and its maintenance

   

Qualifications

• Demonstrable mature Christian faith and commitment to ministry and service

   

  Commitment to the mission of WTS and its identity as an institution of theological education

   

  Bachelor’s degree or equivalent experience

   

  Bilingual (English/Spanish) preferred

   

  Experience in database management, Blackbaud experience preferred

   

  Working knowledge of Microsoft Word, Excel

   

  Experience in higher education administration beneficial