Assistant Registrar for Academic Records

POSITION SUMMARY

The Assistant Registrar for Academic Records is accountable for overseeing and managing processes related to student academic records, supervising three to four staff members, ensuring compliance with university policies and regulations, and providing support to faculty and staff.

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KEY ACCOUNTABILITIES

• Provide leadership and supervision of assigned team members, overseeing all training, professional development, and staff evaluation.
• Manage the processing of grade-related actions, including warning grades, change of grades, and incomplete grade forms, ensuring timely and accurate completion.
• Oversee student record actions, including undergraduate and graduate withdrawals, readmission approvals, and the exiting of students inactive for two semesters.
• Monitor and track student attendance across all programs and communicates grade and attendance due dates to faculty.
• Serve as a point of contact for staff inquiries about student issues, providing guidance and support.
• Develop and maintain records retention protocols and processes to ensure compliance and efficient record management.
• Manage the processes related to projects and internships.
• Maintain student data within Jenzabar, including review and updates for Esports students and UPMC program participants. 

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MANAGERIAL LEADERSHIP PRACTICES

• Regularly meets with subordinate associates (weekly one-to-one, weekly or bi-weekly with teams) to discuss overall business context, plans, and problems; build understanding of how their roles connect to the organization’s mission and vision; and seek feedback. 
• Develops and executes plans and budgets for achieving departmental/unit goals. 
• Assigns tasks so associates know what is required of them (quality and quantity), by when and what resources are available. 
• Appraises how effectively associates use their judgment and discretion in role accountabilities; creates an ongoing dialogue with them about the appraisals. 
• Coaches associates to increase their effectiveness and develop strengths in their role. 
• Continuously improves systems and processes; identifies new project opportunities. 
• Recommends team additions and dismissals; solicits, screens and selects candidates for consideration. 
• Effectively orientates and trains new associates into role requirements, working relationships, company requirements and culture

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EXPECTATIONS OF ALL STAFF

• Applies best efforts and full capability each day to the work assigned by their manager.   

• Advises the manager when: 
  • An assignment is not understood.   
  • An assignment conflicts with knowledge of the circumstances, current skills, or available time/resources.   
  • Obstacles to completing the assignment exist or are likely to occur.   
  • Opportunities to better complete or improve the assignment exist or may occur.   
• Understands and demonstrates our cultural expectations.

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MINIMUM ROLE REQUIREMENTS

• Bachelor's degree required. Master’s degree preferred.
• Three to five years of successful leadership experience in a registration office.
• Excellent technical and computer skills, including knowledge of Microsoft Office, spreadsheets, and document merging.
• Strong verbal and written communication skills, customer service, relationship building, and exceptional attention to detail.
• Ability to work independently, think ahead, multitask, meaningfully contribute to the leadership team and possess excellent time management and organizational skills.
• Sound understanding of federal, state, and local regulations as they apply to student records (i.e., FERPA, HIPAA, PDE, etc.) and best practices related to academic policies and procedures.
• Proficiency in Windows and Microsoft Office computer systems, knowledge of computer databases, and receptive to new technology; knowledge of the Jenzabar EX student information system is a plus. 

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WORK HOURS

The university work week is Sunday through Saturday. Most employees are expected to work within the core hours of 8:00 am to 5:00 pm, Monday through Friday. To accommodate business needs, employees may be assigned to other workdays and/or hours, including weekends and evenings, and may be required to work overtime.