Assistant/Associate Registrar APS & Articulation

Posting Details

Position Information

Position Title

Assistant/Associate Registrar APS & Articulation

Position Type

Regular

Job Number

SA43424

Full or Part Time

full-time 40 hours weekly

Fair Labor Standard Act Classification

Exempt

Anticipated Pay Range

$74,000 -$89,000

Pay Range Information

Chapman University is required to provide a reasonable estimate of the compensation range for this position. This range takes into account a variety of factors that are considered in making compensation decisions, including experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. Salary offers are determined based on the final candidate’s qualifications and experience, as well as internal equity and other internal factors. The anticipated pay range is not a promise of a particular wage.

Position Summary Information

Job Description Summary

Maintain expert knowledge of university policies for interpretation and application related to program requirements, transfer credit evaluation, registration and records. Advise and counsel students, staff, advisors and administrators regarding educational policy requirements and alternatives for resolving procedural problems, and the ability to recommend exceptions to policy when appropriate—and to communicate denial of student requests, when necessary. Supervise and support Academic Program Specialist staff and related duties. Coordinate with Associate Registrar – Catalog & Degree Audit and/or Degree Audit Specialists in the development and maintenance of academic program requirements within the degree audit module and APS staff involvement in the Degree Audit Programs. Test and troubleshoots enhancements and problem issues related to Campus Solutions functionality in the area of transfer equivalencies. Serve as primary resource to faculty, deans and other college representatives on program evaluation/academic requirement issues, troubleshooting and processing of problems, especially as related to the review, revision and development of general education and academic program requirements. Oversee articulation and work closely with the APS staff that represents Chapman at regional and state articulation groups. Coordinate with Admissions in the process, timeline, workflow and other needs related to the evaluation of transcripts and other records for incoming undergraduate students. Manage the development and maintenance of articulation agreements with designated feeder colleges. Provide consultation and resources to the Chapman University faculty, deans and other college representatives on transfer policy, course and program articulation issues, especially as related to the review, revision and development of articulation agreements. Liaison with Center for Global Education regarding study abroad course approvals and student pre-approval process. Oversee Academic Program Specialist involvement in the review of study abroad credit for applicable level and GE content and the coordination with departments and GE Committee for program specific credit. Consult on Global Gateway development and use to streamline course approval process. Serve as primary resource for determining grade and credit conversions for study abroad records. Serve as a member of the Registrar’s supervisory team and assist with the development and implementation of Registrar’s Office goals and objectives. Perform other duties as assigned in support of the Registrar’s Office.

Assistant/Associate title to be determined based on experience in a similar or equivalent position as well as overall experience in a supervisory role

Responsibilities

• Process updates and revisions for individual student academic program requirements related to approved waivers, substitutions and petitions.
• Process additions or changes to declared degree, major, minor and GE requirements.
• Analyze student records for efficient use of GE coursework.
• Maintain accurate documentation of any program changes in both a physical and digital environment.
• Assist in the development and maintenance of all academic programs within the Degree Audit (Academic Advising) module.
• Assist in the testing and troubleshooting of enhancements and problem issues related to Degree Audit functionality.
• Assist in final degree processing/commencement processing and proceedings.
• Review potential graduates for remaining requirements and process manual clearance for students missing non-course requirements e.g., comprehensive exams, demonstration of mastery, etc.
• Verify the completion of all degree requirements and marks record for degree conferral processing.
• Maintain current knowledge of all university degree programs and academic policies.
• Based on Chapman transfer policies and procedures and academic guidelines, evaluate and interpret student records from other institutions to determine transferability of course work for general education and major requirements where allowed.
• Evaluate special population transfer credit for CLEP, DSST, AP, IB, A-level, international and military. Communicate with academic departments and officials regarding credit transferability and the approval of general education and major requirements when required.
• Apply advanced understanding of undergraduate degree requirements and program evaluation required for the approval and application of transfer credit.
• Advise and assist professional staff and students with transfer credit issues and related policies.
• Assist in the maintenance and update of Campus Solutions course equivalency database between Chapman University and other institutions of higher learning.
• Assist in the development and maintenance of articulation agreements with designated feeder institutions.
• Assist in the study abroad process through review of study abroad credit for applicable level and GE content.
• Coordinate with departments and GE Committee course approvals for assigned programs.
• Coordinate with Center for Global Education the workflow for approval process and recording of course approvals for listing in Global Gateway portal to allow student access to approvals.
• Use Campus Solutions Communications Management process to communicate updates/changes to student records.
• Use basic queries in Campus Solutions to identify student records for processing or updates related to transfer credit. Utilize various resources to research external credit including TES, ASSIST .org, AACRAO Edge, online catalogs, Global Gateway, internal SharePoint portal.
• Assist front line staff in providing information to students related to academic programs.
• Communicate with Academic Advisors regarding related student issues and clarification of university policy.
• Coordinate with department and program chairs blanket revisions to existing programs and communicate changes to the Associate Registrar – Catalog & Degree Audit and/or Degree Audit Specialists.
• Notify other APS and Frontline staff of any program changes that affect their work processes.
• Communicate and interact with students and departments to explain and clarify academic policies and standards.
• Serve as ex-officio of GE Committee to provide information on General Education policies and student petitions.
• Perform other duties as assigned.

Required Qualifications

• Substantial knowledge of higher education’s registration, academic records and students’ rights concerning confidentiality rules, regulations, and procedures.
• Strong analytical skills to gather and analyze data, reason logically, draw valid conclusions and make effective decisions for self and staff.
• Demonstrated ability to work independently, to take initiative, and to exercise independent discretion and judgment on matters of significance.
• Strong organizational skills to prioritize projects in a fast-paced environment, including multiple projects and deadlines, and complete them in a timely manner.
• Excellent oral and written communication skills.
• Strong technical skills to learn, use and troubleshoot enterprise systems related to the position
• Strong computer skills to use Microsoft Office Suite applications.
• Ability to use standard office equipment.
• Ability to adhere to the Family Educational Rights and Privacy Act ( FERPA ) and other confidentiality rules.
• Demonstrated leadership skills with ability to anticipate situations and provide appropriate support to staff.

Desired Qualifications

• Bachelor’s degree and experience with academic records evaluations in an educational environment.
• Demonstrated knowledge of degree audit and articulation processes and procedures.
• Strong analytical and problem-solving skills to determine admission requirements, petition process and graduation criteria.
• Demonstrated ability to understand and communicate academic policies relating to degree requirements and transfer credit.
• Demonstrated ability to discuss related academic policies and procedures with deans, faculty, and academic councils and committees.
• Strong leadership skills to manage staff of Academic Program Specialists ( APS ).
• Ability to learn and apply complex academic policies and procedures; and communicate this information to APS .
• Demonstrated experience showing ability to work with projects demanding high degree of detail and accuracy.
• Demonstrated time management skills with ability to organize and prioritize a high volume, detail-oriented workload under the pressure of deadlines with constant interruptions.
• Ability to work independently and possess problem solving skills and initiative to implement new ideas, as well as demonstrated ability to respond to changing priorities, interpretation and application of policies and procedures.
• Ability to use standard office equipment.
• Ability to use Microsoft Office Suite applications.
• Strong communication and interpersonal skills to interact with diverse constituents and explain complex information in an understandable manner.
• Strong technical skills to learn and use enterprise systems, such as Campus Solutions.
• Ability to work well as a team member.
• Experience in transfer equivalency determination and articulation. Experience with UC and CSU transfer patterns and certifications.
• Experience with automated Degree Audit program, preferably Campus Solutions.

Special Instructions to Applicants

Chapman University is an equal opportunity employer committed to fostering a diverse and inclusive academic global community. The University is dedicated to enhancing diversity and inclusion in all aspects of recruitment and employment. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law.

The University is committed to achieving a diverse faculty and staff and encourages members of underrepresented groups to apply. More information on diversity and inclusion at Chapman University can be found at www.chapman.edu/diversity.

Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis. Chapman University does not sponsor applicants for Staff and Administrator positions for work visas.

The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.

Minimum Number of References

Maximum Number of References

Pre-screening Questions

Required fields are indicated with an asterisk (*).

Applicant Documents
Required Documents

1. Resume
2. Cover Letter

Optional Documents

1. Letter of Recommendation 1
2. Letter of Recommendation 2
3. Letter of Recommendation 3