What are the responsibilities and job description for the Associate Registrar (Exempt) position at hsutx?
POSITION: Associate Registrar (Exempt)
HSU JOB FAMILY CLASSIFICATION: Student Services Specialist II
DEPARTMENT: Registrar's Office
SUPERVISOR TITLE: Registrar
FLSA STATUS: Exempt
EXEMPTION: Administrative Exemption
LOCATION: HSU Campus, Abilene, Texas
TARGET HIRE DATE: August 2026
HSU CHRISTIAN STANDARD REQUIREMENT FOR EMPLOYMENT – Candidate must profess a
Christian Faith, maintain membership in a local congregation, and respect the
values and distinctives central to the historically Baptist values of HSU as
reflected in the University’s Statement of Faith. CONTACT INFORMATION: Human Resources 325-670-1259 or careers@hsutx.edu SUMMARY/SCOPE: Under
the direction of the Registrar, the Associate Registrar is primarily
responsible for services and records of students enrolled in special programs,
advising students seeking the bachelor's degree in General Studies, management
and oversight of transfer articulation, and to assist students in other special
student categories, including early admission, dual credit, post-graduate and
graduate programs. The Associate Registrar is responsible for assisting the
institution with compliance to regulations, primarily with reporting to NSC,
VA, SACSCOC, NCAA, DoD MOU, etc., and for student services in alignment with
the core values of service, integrity and accuracy of student records and
reporting. HSU JOB FAMILY CLASSIFICATION INCLUDES THE FOLLOWING:
ESSENTIAL DUTIES AND RESPONSIBILITIES: These examples do not include all possible
tasks & do not limit the assignment of related tasks. Serve as primary advisor
for students seeking the General Studies major, including the coordination of
concentration areas and individualized degree plans in Colleague. Assist
short-term transient students with enrollment and registration. Manage
the enrollment of dual-credit students. Manage
Acadeum course share including enrollment, approval of courses, website,
reporting, identification of course needs, etc. Assist
graduate and post-graduate students with enrollment and registration. Responsible
for transfer credit articulation including management and oversight of transfer
articulation platforms, updating transfer databases, and transfer articulation
inquiries. Responsible
for administration of Papervision scanning system for storage of all records,
including training and support of scanning, verifying, and security access. Monitor
student enrollment and reporting (overload, verification, etc.). Monitor data integrity to ensure
integrity and accuracy of academic records. Assist with census and end of term
processing including update of student records and the production of academic
standing letters and term honors cards. Assist Registrar with academic
eligibility of student athletes. Assist
Registrar with reports, system set-up and processes. Supervise
and manage student workers, including training, schedule coordination, and
timecard approval. Compliance
reporting (NSC, VA, SACSCOC, NCAA, DoD MOU, etc.). Stay
informed of changing federal, state, and institutional regulations; ensure
institutional policies and procedures are updated on a regular and consistent
basis and support training as needed for compliance. Crosstrain
in various duties to assure seamless service delivery. Perform
other duties and projects as assigned. SUPERVISORY RESPONSIBILITIES: No
supervisor responsibilities, except for supervision of student workers. COMPETENCIES: This is your opportunity to demonstrate how your education and/or experience in your current or previous job relates to each function of this position. Interview decisions are partially based on this information. On a separate sheet of paper, write a paragraph for each competency listed below describing your background and qualifications in each area. To perform the job successfully, an individual should demonstrate the following competencies. Problem Solving - Identifies and
resolves problems in a timely manner; gathers and analyzes information
skillfully; develops alternative solutions; works well in group problem solving
situations; uses reason even when dealing with emotional topics. Teamwork - Balances team and individual
responsibilities; exhibits objectivity and openness to others' views; gives and
welcomes feedback; contributes to building a positive team spirit; puts success
of team above own interests; able to build morale and group commitments to
goals and objectives; supports everyone's efforts to succeed. Quality Management - Looks for ways to
improve and promote quality; demonstrates accuracy and thoroughness. Ethics - Treats people with respect; keeps
commitments; inspires the trust of others; works with integrity and principles;
upholds organizational values. Initiative - Volunteers
readily; undertakes self-development activities; seeks increased
responsibilities; takes independent actions and calculated risks; looks for and takes advantage of opportunities;
asks for and offers help when needed. QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. KNOWLEDGE, SKILLS, & ABILITIES (Language, Mathematical, Reasoning and Computer Skills): LANGUAGE SKILLS: Ability
to read, analyze, and interpret general business periodicals, professional
journals, technical procedures, or governmental regulations. Ability to write
reports, business correspondence, and procedure manuals. Ability to effectively
present information and respond to questions from groups of managers, clients,
customers, and the general public. MATHEMATICAL SKILLS: Ability to add, subtract, multiply, and divide in all units of measure,
using whole numbers,
common fractions, and decimals. Ability to compute rate, ratio, and percent and
to draw and interpret bar graphs. REASONING ABILITY: Ability to apply common sense understanding to carry out
instructions furnished in written, oral, or diagram form. Ability to deal with
problems involving several concrete variables in standardized situations. COMPUTER SKILLS: To
perform this job successfully, an individual must have knowledge of MS Word
Processing Software, Excel Spreadsheets, Internet. Experience with Colleague IS Systems and Records
and Informer Reports is preferred. EDUCATION/EXPERIENCE: Bachelor’s degree required. Master’s degree
preferred. Must have the ability
to work independently with focus as demonstrated with previous work experience. Must have the ability
to communicate and write well. *Competencies will be considered as the
applicants writing sample and those selected for an interview will have the
opportunity to validate effective communication during the interview
process. Must be service
oriented as demonstrated with previous work experience. Must have the ability
to take initiative and be dependable as per prior work experience, references,
etc. The person
filling this position is expected to be familiar with all aspects of the work
of the Registrar’s Office to gain an understanding of the interconnectedness of
the work and best practices in records management and reporting. Of particular
emphasis is knowledge of federal rules governing student academic records
(FERPA). Membership and participation in state, regional, and national
organizations is encouraged (TACRAO, SACRAO, AACRAO). Therefore, preference
will be given to someone who has prior knowledge of FERPA, institutional
policies, federal, state and compliance regulations. CERTIFICATES, LICENSES, REGISTRATIONS: None are required for this position at this time. PHYSICAL REQUIREMENTS: The physical demands
described here are representative of those that must be met by an employee to
successfully perform the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform
the essential functions. While performing the duties of this job, the employee is regularly
required to sit; use hands to finger, handle, or feel; reach with hands and
arms and talk or hear. The employee is occasionally required to stand; walk and stoop,
kneel, crouch, or crawl. The employee must regularly lift and/or move up to 10 pounds and occasionally
lift and/or move up to 25 pounds. Specific vision abilities required by this job include close
vision, distance vision and ability to adjust focus. The job is sedentary in
nature. Must be able to sit for extended periods of time. WORK ENVIRONMENT: The work environment
characteristics described here are representative of those an employee
encounters while performing the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform
the essential functions. The
noise level in the work environment is usually moderate. ADDITIONAL INFORMATION: This
position is a full-time, exempt level staff position. A
minimum of a 40-hour work week is expected. Irregular hours, occasional evening
and weekend work and/or assignments beyond a 40-hour week may be required
during peak season during graduation or registration and/or to meet project
deadlines. Infrequent
travel may be required on occasion in order to attend training workshops. Must have and maintain a valid Class C Driver’s
License and maintain a clear driving record to be insurable under the
university liability policy. Must be able to drive to complete work assignments on
and off campus, as needed. Additional travel may be
required on occasion for training and/or workshops. EMPLOYEE BENEFITS: For more information concerning benefits offered to HSU employees, see the HSU Benefits Summary on the HSU website.
NON-DISCRIMINATION STATEMENT:
HSU complies with all applicable anti-discrimination
laws including those prohibiting discrimination on the basis of age, sex,
pregnancy, race, color, national origin, disability, genetic information and
military service. HSU is a private university affiliated with the Baptist
General Convention of Texas and may lawfully consider an applicant’s religion
as a selection criterion. HSU is committed to hiring faculty and staff who
share an active Christian faith and fully support HSU’s mission.
In accordance with the Americans with Disabilities Act (ADA), HSU provides reasonable accommodation to qualified individuals with disabilities who are employees or applicants for employment, except when the accommodation would impose an undue hardship. Requests for reasonable accommodation should be directed to Human Resources.
BACKGROUND SCREEN:
HSU does not discriminate on the basis of race, color, age, sex, disability, genetic information, national or ethnic origin in employment opportunities, in keeping with applicable state and federal law. HSU is committed to maintaining a safe and secure campus environment and protecting the university’s financial and physical assets. Therefore, Hardin-Simmons University conducts background checks. Depending on the position, applicants may also be required to consent to a credit check as part of the background check process. As a non-profit institution of higher education committed to Christian faith and values, the University exercises its rights under state and federal law to use religion as a factor in making employment decisions.