Campus Registrar

Summary

Job Category:: Records Management
Job Title:: Campus Registrar

Job Category Definition:: This specialty covers the process of managing and supporting the creation, maintenance and retention of academic records including, but not limited to, registrations, transcripts, schedules, course descriptions and curriculum records.
Job Title Definition:: The Campus Registrar supports the academic function of the campus in cooperation with the campus administration and the Office of the University Registrar; publishes the campus schedule of courses; develops the schedule by providing a point of review for problems and ensuring resolution before publication; oversees student academic actions, solves problems related to academic student records and procedures, provides data analysis to support academic and administrative decisions, and facilitates communication and relationships between administrative and academic units; may be involved in supporting the curricular pursuits and academic review procedures of the college. Duties are performed at various levels within the defined title.
Working Conditions:: Specific physical requirements and effort are outlined in Job Responsibilities Worksheet (list of essential job duties and responsibilities specific to a particular job at the unit level) in accordance with the Americans with Disabilities Act of 1990 (ADA).
Other Requirements:

Levels

Level 1
Level 2
Level 3
Level 4
Level 5

Level 1

There is currently no Level 1.

Level 2

Level Details
Job Code	Salary Band	FLSA Status
SARM0102	H	Exempt

Level 2 positions typically demonstrate intermediate knowledge of the concepts, practices and procedures of a particular field of specialization; perform intermediate tasks in defined skill areas/applications by continuously building on current job knowledge; maintain effective relationships with peers, vendors, and others in a diverse environment; support team decisions and follow through with team responsibilities; interpret information, ideas and instructions and communicate clearly and accurately both verbally and in writing including materials intended for distribution; determine causes of unusual occurrences and apply standard principles and practices to determine and implement solutions; ensure safe practices and environmental consciousness are exhibited in decisions; typically work under general supervision, while performing assignments that are varied and that may be somewhat difficult in character, but usually involve limited responsibility.

Typical Education & Experience
2+ years related experience Bachelor’s Degree or higher Or an equivalent combination of education and experience

Typical Work Duties
Oversee registration and scheduling Provide routine data reports in support of academic and administrative decisions Serve as a liaison between higher level management and assigned employees Guide and train employees in varied registrar activities and functions Establish and maintain relationships with students, faculty and staff as appropriate to accomplish objectives Work with other Campus Registrars to discuss common records issues Develop requests and recommend expenditures based on unit and customer needs Interpret and explain existing policies and ensure compliance with applicable state and federal laws [e.g., Family Educational Rights and Privacy Act (FERPA)], and regulations as they relate to records management Recommend, implement, and develop policies and procedures within established parameters Make recommendations or contribute to strategic planning based on operational knowledge Provide daily oversight of continuous quality improvement initiatives in unit Identify new improvement opportunities or changes to current initiatives and recommend appropriate actions

This profile is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions in this job title and should not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties should not be held to exclude other duties not mentioned that are of a similar kind or level of difficulty.

Level 3

Level Details
Job Code	Salary Band	FLSA Status
SARM0103	I	Exempt

Level 3 positions typically demonstrate proficient and comprehensive knowledge of defined skill areas/applications to integrate fundamental elements from other specialties into work assignments; apply knowledge of principles, practices, and procedures of a particular field of specialization to complete difficult assignments; promote a culture that is conducive to effective relationships among diverse team members; ensure safe practices and environmental consciousness are exhibited in decisions; may lead a project team involved in completion of difficult assignments, requiring proficient knowledge of field of specialization; interpret and communicate information, ideas and instructions clearly, accurately and persuasively both verbally and in writing including materials intended for distribution; incorporate new facts and ideas into group processes and apply creative thinking to develop new solutions; typically work with minimal supervision on difficult assignments, conferring with manager on unusual matters.

Typical Education & Experience
4+ years related experience Bachelor’s Degree or higher Or an equivalent combination of education and experience

Typical Work Duties
Monitor registration and scheduling, making adjustments as necessary in consultation with appropriate authorities Provide routine and specialized data reports in support of academic and administrative decisions Act as liaison between higher level management and assigned employees Manage and address problem situations with students, faculty, and staff Develop relationships with students, faculty, and staff as appropriate to accomplish objectives Work with other campus registrars to discuss moderately complex records management issues Refer inquiries, provide information or expert advice, consult or negotiate as directed Speak on behalf of the unit as prescribed by director or executive Lead project teams based on a description of desired outcomes in required timeframe Direct assigned employees to ensure registrar processes are completed in an accurate and timely manner Delegate projects or responsibilities to assigned employees Provide budget information and assist in forecasting requirements in the areas of staffing, equipment, software, etc. Provide information or make recommendations on expenditures Recommend changes in operational procedures when determined to be in the best interest of the unit and based on broad perspective Assist higher level management in overseeing adherence to unit, University, state and federal policies [e.g., Family Educational Rights and Privacy Act (FERPA)], and procedures and training others regarding such policies and procedures Make recommendations for changes to University policies and procedures related to academic records Participate in developing plans for achieving strategic unit goals Implement strategic goals as directed, working to achieve buy-in from assigned employees Develop continuous quality improvement initiatives and ensure they are appropriately implemented Provide advice and guidance on a wide range and variety of moderately complex registrar issues Evaluate and recommend adoption of new or enhanced approaches to delivering services

Level 4

Level Details
Job Code	Salary Band	FLSA Status
SARM0104	J	Exempt

Level 4 positions typically demonstrate advanced knowledge of principles, practices, and procedures of a particular field of specialization and complete complex assignments; integrate complex elements from other specialties into work assignments; demonstrate a strong commitment to inclusionary practices which support diversity throughout the University; establish a shared vision and take responsibility for the achievement of team goals, and provide direction for appropriate implementation of plans; present ideas, concepts and instructions in a clear manner, and use persuasion and negotiation to build consensus and cooperation; ensure safe practices and environmental consciousness are exhibited in decisions; develop new techniques, concepts, theories, programs or solutions and apply them to complex strategic operating issues; typically work independently on complex work assignments, review progress and evaluate results and update management as appropriate; may direct and delegate work to lower-level staff.

Typical Education & Experience
8+ years related experience Bachelor’s Degree or higher Or an equivalent combination of education and experience

Typical Work Duties
Monitor registration and scheduling, determining and making appropriate adjustments as necessary Provide analysis and specialized data reports in support of academic and administrative decisions Oversee adherence to unit, University, state and federal policies [e.g., Family Educational Rights and Privacy Act (FERPA)], and procedures and training others regarding such policies and procedures Act as liaison between higher level management and assigned employees Effectively work with individuals at higher levels across the institution; interactions may include negotiations and strategy development Manage and address problem situations with students, parents, faculty, and staff Represent the unit as prescribed by the director or executive Refer inquiries, provide information or expert advice, consult or negotiate as directed Work with registrars internal and external to the University to discuss common issues Assign responsibility on a unit basis to achieve operational and University goals and meet strategic objectives Utilize excellent project management skills in order to accomplish assignments, delegating according to project plans Develop and manage budget as prescribed by the director or executive Prepare formal proposals requesting major expenditures Work with higher level management to determine best allocation of resources , prioritizing unit needs with campus and University goals Implement change management procedures when shifts in resource allocation have significant impact on the unit, and/or University Develop and/or ensure implementation of internal policies Develop and/or approve operational procedures Participate in the development of the unit’s strategic plan Recommend strategies, especially where impact of strategy affects other departmental units, or requires cooperation with external entities Develop strategies for achieving unit and University strategic goals Ensure appropriate application, implementation, monitoring, measurement, evaluation, analysis and adjustment occur within functional areas to ensure the quality standards are met Provide advice and guidance on a wide range and variety of complex registrar issues Make recommendations that influence unit or University-wide policies, procedures or programs related to academic records Design, develop, and manage systems that meet current and future records management needs Prepare and present briefings to higher level management officials on complex or significant registrar issues

Level 5

Level Details
Job Code	Salary Band	FLSA Status
SARM0105	K	Exempt

Level 5 positions typically extend mastery of job knowledge to the principles, theories and practices of related specialties; expand knowledge of best practices and incorporate into all work assignments and procedures; evaluate and enhance current practices and efforts to ensure optimal support of diversity; oversee leadership of teams and projects that involve extensive cooperation and coordination between multiple departments across the University or with external customers; prepare written and/or verbal presentations or proposals on highly complex issues and deliver to a broad variety of audiences; identify and implement innovative solutions to important, highly complex strategic and/or operational issues which may involve unusual circumstances and incomplete or conflicting data; ensure safe practices and environmental consciousness are exhibited in decisions; work independently on highly complex or strategic assignments; may direct and supervise lower-level staff.

Typical Education & Experience
12+ years related experience Bachelor’s Degree or higher Or an equivalent combination of education and experience

Typical Work Duties
Monitor registration and scheduling, determining and making appropriate adjustments as necessary Make recommendations for academic and administrative decisions based on data and analysis pulled from a variety of sources Ensure adherence to unit, University, state and federal policies [e.g., Family Educational Rights and Privacy Act (FERPA)], and procedures and provide training regarding such policies and procedures Recommend changes to University policies, and procedures related to academic records Apply a high Degree of diplomacy and judgment in persuading and influencing a wide variety of people at varying levels to achieve results; interactions include negotiations, strategy development, preparation, and timing Represent the unit as prescribed by the director or executive Utilize excellent project management skills in order to accomplish significant or major undertakings, delegating according to project plans Exercise final approval and delegation authority Participate in the development of a budget for the unit Outline parameters and authorize/approve requests to shift expenditures within the established budget Authorize expenditures based on unit, University, and/or customer needs Develop and plan resource allocation and distribution for the unit, including staff, equipment, and other resources Prepare formal proposals requesting major expenditures Oversee change management process when shifts in resource distribution have significant impact on the unit and/ or the University Administer and direct compliance of unit and University policies as they relate to records management Lead development of the unit’s strategic plan within assigned functional area Coordinate implementation of strategies where they impact other units or require cooperation with external entities Evaluate effectiveness of strategies and determine if outcomes are in alignment with University objectives Ensure appropriate application, implementation, monitoring, measurement, evaluation, analysis and adjustment occur within functional areas to ensure the quality standards are met Develop new theories, concepts, principles, standards, and methods in specialty area(s) and apply to previously unsolved problems Serve as senior expert and consultant to top management officials on a variety of situations and issues that involve applying or adapting new theories, concepts, principles, methods, or practices as they relate to records management Make decisions or recommendations that significantly influence important unit, campus, and University policies or programs Prepare and present briefings to executives or other senior management officials on complex/controversial issues