Assistant Vice President of Registration and Student Records

Job Title: Assistant Vice President of Registration and Student Records (University Registrar)

 

Department: Registration

 

Reports to: Provost

 

Location: Palo Alto; remote work is common, however this role is expected to come to campus once or twice a week on average. 

 

Job Summary

Reporting to the Provost & Vice President of Academic Affairs, the University Registrar oversees the systems and processes of academic records and the conferral of degrees and academic awards, ensuring the overall academic integrity of the institution. The Registrar will work directly with the Office of the Provost and with faculty on class scheduling, course registration, the academic catalog, academic standing, and degree candidacy. As part of the Enrollment Management Leadership Group the Registrar will work closely with the Office of Financial Aid, Office of the Provost and Academic Affairs, Office of Admissions, and Institutional Research to evaluate, prepare and accurately report statistical data (student enrollment, persistence and graduation rate statistics) to meet internal/external requirements and reconcile data to ensure departmental processes are in compliance with appropriate federal, state, statues and executive orders related to students (i.e. Title IV, FERPA, etc.).

Essential Functions

• As a major player in the University-wide Enrollment Management Leadership Group, collaborate with other campus offices to unify the student experience from matriculation to graduation and develop strategies for healthy enrollment and retention. Engage in data-based reporting to identify students who may need extra support or who may be at risk of academic probation or dismissal. 
• Assist in the creation, development, evaluation, communication, and implementation of academic policy for all departments within the university. “Owns” the University catalog, ensuring academic, curricular and policy updates are approved and posted correctly. Ensures academic policies align with and complement policies from other departments, such as the Office of Financial Aid and Student Success Department. 
• Ensure the integrity of the institution in application of academic policy and the conferral of academic degrees and awards.
• Supervise, support, and provide development for the Office of Registrar staff.
• Supervise the processes related to academic records in all departments.
• Manage and upgrade as needed the software that supports the academic records of the university. Acquire expertise in the EX/Jenzabar SIS, expanding its functionality and integration with other campus systems. Analyze needs and request appropriate enhancements to facilitate service to students and programs. Ensure compatibility of changes with all university programs.
• Serve on university committees within the various departments as appropriate to apply and revise university academic policies.
• Help appropriate offices in reporting enrollment and academic information to appropriate national and state agencies and organizations.
• Advise administrators of new laws, external regulations, etc. that may impact the university. 
• Prepare and direct the registration procedure to meet the needs of the students and the standards of local, state, and federal agencies. 
• Coordinate activities for campus-wide academic events including registration and commencement.
• Compile and report academic and other information to internal and external authorities. This includes compliance with statutory reporting requirements to federal and state governments (e.g., IPEDS, MHEC), accreditors, and voluntary associations.
• Undertake studies and analysis of institutional research data relevant to the University.
• Make decisions regarding information technology structures and choices within the college’s integrated student information system.
• Manage the office's budget and track expenditures for the office accounts.
• Responsible for the preparation planning, development, and delivery of the academic calendar for course registration, course building and maintenance, classroom scheduling, grading, graduation certification, professional licensing, registration, add/drop periods, and all other matriculated related services for new and returning students.
• Perform related duties as assigned.

Secondary Functions

This position ensures that complete and accurate records are maintained for faculty, staff, and students. This includes all aspects of student enrollment records, including course schedules, enrollment, and grade records. The Registrar also ensures that transfer credits are properly recorded and documented. The Registrar maintains the integrity of catalog information and catalog updates and organizes and maintains permanent vault records. Directs the evaluation and certification of student records for attendance purposes to outside agencies.

The Registrar has significant responsibility within the Office of the Provost and Academic Affairs. Daily activities are wide-ranging and critical to the operation of the office. The Registrar serves as the contact person for faculty, staff, and students who have questions or problems regarding enrollment or records.

Specific Job Knowledge, Skills and Abilities

• Demonstrated expertise in data extraction from a student information system. Experience with the Jenzabar/EX student information system is desirable.
• Demonstrated understanding of appropriate processes of academic record keeping and degree conferral.
• Demonstrated mastery of the Microsoft Office and Google suite software tools.
• Demonstrated skill in oral and written communication.
• Demonstrated skill in personnel supervision and commitment to mutually accountable teamwork.
• Demonstrated ability to work well with all university constituencies, balancing available resources with multiple concurrent projects, changing priorities, deadlines, and needs of the institution.
• Strong understanding of the   Department of Education regulations and guidelines concerning student enrollment reporting.
• Knowledge and experience with enrollment management issues in higher education. 

Essential Qualifications

Education: Master’s Degree, preferably in a student-affairs related area or social or applied science.

Experience: 

• Three to five (3-5) years of Jenzabar experience is preferred. 
• Three to five (3-5) years of senior-level service in a registrar's office with a demonstrated record of excellent customer service to students, faculty, staff, and administration.
• Independent project management, participation in strategic planning, and campus or professional leadership roles. 
• Experience with state and federal reporting.
• Management or supervisory experience. 

Characteristics:

• Enjoys building and innovating, especially on a systems-level. 
• Strong leadership skills, with the ability to make decisions independently. 
• Excellent collaboration and communication skills. 
• Able to establish and maintain boundaries in an empathic, diplomatic, and student-centered way. 
• Embodies principles of diversity, equity, inclusion and belonging.
• Tech-savvy; willing to learn new systems and lead consulting projects as needed. 

 

Application Procedures

PAU is committed to providing an educational environment that supports a diverse, equitable and inclusive population.  

Review of applications will begin immediately and continue until the position is filled.

Interested candidates should submit a letter of interest and resume online though our institutional portal here: https://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?cid=fe07b94e-47ca-4fa8-9f26-ee001f1b6bbd&ccId=19000101_000001&jobId=435898&source=CC2&lang=en_US Applications will only be accepted online.