Assistant Registrar for Degree Programs and Advising Support

If you have any questions about the position or our application process, reach out to us at recruiting-u@smith.edu .

Registrar's Office Job Description

Job Summary

As a member of the Registrar’s Office leadership team, manage the student-facing degree audit process, enrollment status changes, graduation coordination, and related services that support and complement academic advising. Work cooperatively with academic departments and administration to provide members of the Smith College community with an accurate interpretation of academic policies, procedures, and requirements, and ensure that they are applied fairly and consistently; maintain the integrity and confidentiality of student academic records; and provide a high standard of customer service. Provide technical and analytical support to the Registrar's Office assist in the maintenance of the degree audit system and implementation of additional Workday functionality, with emphases on data integrity, best practices, streamlining and improvement of processes/workflows, training, and documentation. Support the college’s and registrar’s office strategic plan.

Take appropriate actions to support a diverse workforce and participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

Essential Functions

Degree Audit and Commencement (50%)

Interpret and clarify academic policies and standards. Manage student degree audit; maintain and interpret college and departmental requirements; inform students and advisers of academic and administrative requirements for graduation; resolve problems that might delay or impede graduation, within the boundaries of established policies and standards. Assist with maintenance of degree audit system; translate academic requirements into degree audit system coding, update requirements to reflect curricular changes, process requirement overrides and develop training materials and opportunities for faculty and students to ensure proper interpretation of the degree audit. Coordinate with related offices on the preparation of the commencement program, ensure accuracy of diplomas, serve on the Commencement Committee, and assist during the commencement ceremonies.

Registrar Operations and Academic Record Management (25%)

Manage changes to student status, student programs of study, and related data, ensuring accuracy of data and correspondence; liaise with class deans and Administrative Board to ensure that actions taken on petitions are applied to students’ records. Assist with registration, add/drop, and final examination operations; troubleshoot process and technical/Workday issues; provide insight and manage changes in process and systems to improve efficiency and services. Collaborate with faculty, class deans, and others to resolve registration and student records issues. Oversee the integrity of records management per college, federal, and state guidelines, and within best practices as defined by the Registrar's Office; explain and enforce the rules, regulations, and laws regarding student records, including FERPA and related data access issues.

Reporting and Planning (15%)

Develop reports to assist and ensure consistency in assessment and certification of completion of degree requirements by undergraduate and graduate students; manage overrides, substitutions, exceptions for degree audits, in consultation with departments, class deans, and Administrative Board. Ensure data standards and validity. Use business intelligence systems, including ad hoc reporting, to proactively identify problems and support informed decision making in the registrar’s office and other areas of the college; develop reports for other offices and departments as requested.

Other Functions

Supervision and Leadership (10%)

Assist with mentoring/training of Registrar’s Office support staff and student workers to ensure that office and day-to-day functions operate efficiently; assist team in setting priorities, managing office workflow, and documenting processes. Represent the Registrar's Office on committees and work groups related to areas of responsibility; substitute for the registrar on Administrative Board, as needed; promote existing and new programs and/or policies to campus community. Remain informed and current through self-directed professional research, developing professional contacts with colleagues, attending professional conferences, and attending training as required.

All employees are expected to participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

Minimum Qualifications (knowledge, skills, education, experience, certifications, licenses)

Bachelor’s Degree or equivalent combination of education, training, and experience. Plus a minimum of three years of progressively responsible experience in higher education required. Knowledge of and experience with student information systems and query/reporting tools, as well as MS Office and G Suite.

Experience working with individuals from diverse backgrounds.

Preferred Qualifications

Experience with the degree audit and/or curriculum management systems is preferred.

Skills

Ability to ensure consistency of policy communication and implementation, and data integrity. Demonstrated ability to interact effectively with faculty, students, parents and staff; provide exceptional customer service; and perform duties and responsibilities with strict attention to detail and support for college policies and objectives. Combination of analytic ability, systems thinking, and interpersonal skills. Skill in assessing and re-engineering operations and processes. Ability to develop and maintain an overall working knowledge of Smith’s registrar/student records operations and procedures, and their intersection with student systems. Ability to conduct activities in a professional and ethical manner, and foster a climate of trust, fairness, and transparency when assisting students, faculty, and others both inside and outside of the Smith community.

Additional Information

For the care and safety of our community, Smith College requires that all employees be vaccinated as a condition of employment and as such, the incumbent will be required to be immunized against COVID-19 on or before their first day of employment. Proof of vaccination status will be required. Individuals may seek medical or religious exemption with HR, but must do so prior to their arrival.

Please attach BOTH a current resume and a cover letter in order for your application to be considered for this position . Be sure you have provided all attachments before submitting your application. You will NOT be able to attach additional files after you have hit the Submit button.

Review of applications will begin

January 21, 2022

Compensation Grade:

Grade K Exempt

Position Type:

Regular

About Smith College

Located in Northampton, MA, Smith College is one of the largest women’s colleges in the country and is dedicated to excellence in teaching and research across the liberal arts. A faculty of outstanding scholars interact with students in small classes, as advisors, and through student-faculty research projects. The College is a member of the Five College Consortium with Amherst, Hampshire and Mt. Holyoke Colleges, and the University of Massachusetts Amherst. Students cross-enroll and faculty cross-teach across the Five Colleges.

Consistent with the Americans with Disabilities Act (ADA) and Massachusetts General Law, Chapter 151B, it is the policy of Smith College to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact our recruiting team at recruiting-u@smith.edu .

Diversity and a culture of inclusion among students, staff, faculty, and administration are crucial to the mission and values of Smith College. We are an Affirmative Action/Equal Opportunity employer and do not discriminate on the basis of race, gender, age, color, religions, national origin, disability, sexual orientation, gender identity and expression or veteran status in the recruitment and employment of faculty and staff, and the operation of any of its programs and activities, as specified by all applicable laws and regulations. Women, minorities, veterans and individuals with disabilities are encouraged to apply.