Associate Registrar bei Rocky Mountain University

REPORTING RELATIONSHIPS

Position Reports to: Registrar

Positions Supervised: Student Records Specialist(s) and/or Student Records Assistant(s)

POSITION PURPOSE

The Associate Registrar is responsible for overseeing the daily transactional operations of the Registrar’s Office, with a primary focus on ensuring that core functions, responsibilities, and deadlines are met with efficiency and accuracy. In this capacity, the Associate Registrar supervises Student Records staff and collaborates closely with--though does not directly supervise—Assistant Registrars. The Associate Registrar also serves as acting lead in the absence of the Registrar and supports the Registrar in advancing strategic goals and implementing process improvements across the office.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

1. Student Records & Student Information System (SIS) Oversight

• Supervise Student Records staff in the following areas:
  1. Maintaining and updating student files in compliance with University record retention policies.
  2. Processing transcript, verification, and record requests.
  3. Monitoring student engagement and attendance via the Learning Management System (LMS), ensuring accuracy and timeliness of this process.
  4. Serving as the first point of contact for general Registrar’s Office inquiries (via phone, email, and in person), including reception duties.
• Oversee day-to-day operations of the Student Information System (SIS), acting as the office’s SIS expert.
  1. Coordinate with the SIS Project Specialist, TI team, and EduTech to resolve issues, improve processes, and streamline workflows.
  2. Assist/coordinate with the SIS Project Specialist in back-end set up of courses/sections/terms/prerequisites, etc.
• Support academic processes:
  1. Assist in monitoring student academic progress in collaboration with the Registrar and academic program leadership.
  2. Support Assistant Registrars in time-sensitive projects such as registration and degree conferral.
• Administrative duties:
  1. Maintain the Registrar’s Office calendar, manage staff scheduling, and coordinate meeting requests.
  2. Monitor office supply inventory and reorder as needed.
  3. Manage logistics for open Registrar’s Office positions, including applicant tracking, interview scheduling, and reference checks.
  4. Collaborate in onboarding and training new staff, serving as a first point of contact for routine questions and guidance, and partnering with the Registrar to address more complex concerns as they arise.
  5. Participate in regular meetings with the Registrar to stay informed about student concerns (e.g., appeals).

2. Graduation and Commencement

• Support the planning and execution of commencement ceremonies:
• Assist in coordinating logistics including regalia, venue, and participant communications.
• Assist with tri-annual graduation processes:
• Participate in degree audits and student degree conferral processes.

3. Policy and Procedure Management

• Assist in the development, maintenance, and regular updates of:
• Registrar’s Office procedures and workflows.
• Academic policies (including University Handbook content) 
• Coordinate audits of Registrar's Office processes.

4. Curriculum and Academic Scheduling

• Collaborate with relevant departments to:
• Maintain the academic calendar and scheduling of classrooms, including on-site courses.
• Support curriculum updates as applicable to Registrar’s Office functions.
  • Serve on Logistical Curriculum Committee
  • Maintain Program/Certificate Comprehensive Listing file as needed.
  • Maintain annual University Course Catalog
• Ensure the University website reflects accurate, up-to-date program information.
• Assist in monitoring students with part-time or customized degree plans to ensure proper course scheduling and degree progression.
• Review Transfer Credit Evaluation packets as prepared by Assistant Registrar prior to forwarding for program review.

PERFORMANCE MEASUREMENTS

1. Respond to students, staff and faculty at the University in a timely manner, including processing all records requests promptly and accurately
2. Accuracy in student records and request processing

POSITION COMPETENCIES

• Attention to Detail
• Problem-solving
• Communication
• Development of Self
• Job Knowledge/Skill Application
• Champions Innovation
• Drives for Results
• Collaboration
• Integrity
• Critical Thinking
• Initiative
• Student/Customer-Centeredness
• Develops & Inspires Others
• Develops Strategic Perspective
• Financial Accountability

WORKING REQUIREMENTS/CONDITIONS

PHYSICAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION

WORKING CONDITIONS

MENTAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION

INTENT AND FUNCTION OF JOB DESCRIPTIONS

Job descriptions assist organizations in ensuring that the hiring process is fairly administered and that qualified employees are selected. They are also essential to an effective appraisal system and related promotion, transfer, layoff, and termination decisions. Well-constructed job descriptions are an integral part of any effective compensation system.  

All descriptions have been reviewed to ensure that only essential functions and basic duties have been included. Peripheral tasks, only incidentally related to each position, have been excluded. Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the positions. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all-inclusive. Additional functions and requirements may be assigned by supervisors as deemed appropriate.  

In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals. However, no accommodations will be made which may pose serious health or safety risks to the employee or others or which impose undue hardships on the organization.

Job descriptions are not intended as and do not create employment contracts. RMUoHP maintains its status as an at-will employer. Employees can be terminated for any reason not prohibited by law.

Rocky Mountain University is an Equal Opportunity Employer.