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Assistant Registrar

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Posting Details

Title Information

FLSA Exempt
Minimum Requirements

Bachelor’s degree

Position Information

Posting Number S00025FY2018
Position Title Assistant Registrar
Employee Type Regular Full-Time
Benefits Eligible Yes
Job Description Summary

Rogers State University is accepting applications for an Assistant Registrar in the Office of the University Registrar. The Assistant Registrar provides direct assistance and advice to the Registrar; serves as Registrar when appropriate; assists with the operational, personnel, and financial functions within the Registrar’s office as assigned; and provides high quality customer assistance and senior project leadership on special projects as directed.

The position’s role is that of leading, managing and performing the complex and detailed tasks of acquiring, maintaining and governing student information. Additionally, the Assistant Registrar serves as a co-project manager for the Advising and Registration module of the database system, Jenzabar EX.

The student records function encompasses such areas as: student registration; course scheduling; recording and archiving student demographic, grade, transcript and degree information; maintaining course catalog history; and may include the preparation of the University Bulletin. The position’s role is that of performing and leading the detailed tasks of acquiring, maintaining and reporting student information.

Knowledge Skills and Abilities

1. Demonstrated knowledge of student records practices and methods accepted by the higher education field.
2. Demonstrated knowledge of computerized and manual systems for collecting, preserving and reporting student information.
3. Strong information technology literacy skills including working knowledge of the Jenzabar EX system.
4. Demonstrated ability to interact favorably with faculty, administrators, staff, students and public.

Preferred Qualification Summary
Physical Demands

Occasional prolonged sitting or standing. Ability to lift up to 20 pounds with or without minimal assistance.

Required Degree

• An earned Bachelor degree.
• Three (3) to five (5) years of increasingly responsible, related higher education and/or education experience, preferably in a registrar or enrollment service area.
• Experience in supervision of professional staff.
• Experience with student information systems, preferably Jenzabar-related software.

Licenses and Certifications


Essential Duties

Primary Duties:
• Provide direct assistance and advice to the Registrar regarding office operations, academic policy, procedure, registration, and other student record functions.
• Supervise professional office staff and student workers in performing operational, clerical and transactional activities of the Registrar’s office.
• Serve as the Registrar’s backup in matters related to NCAA Division II eligibility processing and adjudication.
• Assist in the management of the Registrar’s office; ensure adherence to state, federal and University regulations and guidelines as appropriate. Assist with the development of new or modified policies and procedures for the department or the University.
• Develop and maintain good working relationships with students, faculty, administrators and staff. External relationships include student records administrators and staff of other institutions of higher learning.
• Counsel students on academic, registration, and records problems for the department, discuss problems with appropriate academic faculty, administrators or professional staff and seek solutions within the framework of established policies and regulations.
• Assist Registrar with projects including serving on committees or teams, providing project analyses and research, and preparing documents and reports.
• Provide leadership and set a high standard of professionalism for the department by providing high quality customer services not only to students and the general public, but also to university faculty, staff and administrators.

Secondary Duties:
The Assistant Registrar is accountable for contributing to the accuracy, reliability, timeliness, retrieval, reporting and security of information about academic achievement of the University’s students through effective performance in these essential functional areas:
1. Student registration
2. Maintaining student records
3. Registrar Operations
The following examples of duties and accountabilities illustrate the general range of tasks assigned to the position but are not intended to define the limits of required duties. Other essential duties may be assigned consistent with the general scope of the position.

A. Student registration: The Assistant Registrar is accountable for supporting the accurate and expeditious conduct of the University’s registration process. This accountability includes such essential tasks as:

1. Participating in the processing of student registrations including examining registration data and recording appropriate information in student records.
2. Training and overseeing assigned staff in methods of effective and efficient registration processing including appropriate technical skills.
3. Assist in maintaining the online registration portlet and lead training sessions as appropriate for faculty, staff and students on system functionality.
4. Assisting in preparation of course schedule.

B. Maintaining student records: The Assistant Registrar is accountable for performing and overseeing the collection, maintenance and safeguarding of student records to contribute to their accuracy and completeness in accordance with University standards and generally accepted professional practice. The accountability includes such essential takes as:
1. Performing and overseeing the collection, examining and recording of required demographic, academic, career and historical information about the University’s students.
2. Reviewing, analyzing and correcting student information in order to assure accuracy in recording such information as student grades, prior course credits and their equivalency, and academic data needed to certify student eligibility for degrees.
3. Performing and overseeing the operation of computerized, scanned and manual records systems.
4. Carrying out procedures to assure the protection of student information and its confidentiality.

C. Registrar Operations: The Assistant Registrar is accountable for performing and overseeing daily operations of the office including provision of walk-in customer service, internal service to faculty and staff and various escalation of services throughout the department to appropriate personnel. The accountability includes such essential tasks as:
1. Supervision and training of front desk enrollment personnel.
2. Dissemination of appropriate forms, procedural and process information; adherence to appropriate state regent’s policy and provision.
3. Management of appeals and exceptions as warranted.

D. Other duties as assigned.

Supervision Given To

Professional staff and student workers as assigned

Salary Competitive with generous benefit package
Desired start date 01/18/2018
Position End Date (if temporary)
Campus Claremore
EEO Statement

This institution in compliance with all applicable Federal and State laws and regulations does not discriminate on the basis of race, color, national origin, sex, sexual orientation, genetic information, age, religion, disability, or status as a veteran in any of its policies, practices, or procedures. This includes but is not limited to admissions, employment, financial aid, and educational services.

Posting Supplemental Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents
  1. Cover Letter/Letter of Application
  2. Resume
  3. Unofficial Transcripts
Optional Documents
  1. Letter of Recommendation 1
  2. Letter of Recommendation 2
  3. Letter of Recommendation 3