Assistant Registrar chez Harvey Mudd College

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Job Posting Title:

Job Description:

Title of Job: Assistant Registrar

POSITION SUMMARY:

Under the general supervision and direction of the Associate Registrar, the Assistant Registrar directs enrollment/degree verification processes and the creation and maintenance of summer sessions, while assisting the Office of the Registrar in all aspects of student academic records and registration including effective administration of student academic archives, student information system testing and implementation, and database maintenance. The Assistant Registrar works with students, faculty, staff, parents, alumni, and the public. Work includes having the knowledge of Harvey Mudd College and Claremont consortium policies, procedures and personnel, and the exercise of frequent independent judgment in processing inquiries and requests. This position also identifies and develops new technologies, processes and procedures for the office.

DUTIES AND RESPONSIBILITIES:

• Working closely with Registrar & AVP for Student Information Management, the Associate Registrar, and the Registrar Coordinator, assist in the overall operation of the Registrar’s Office, including organization of the online registration system; creation and maintenance of electronic student records; document management and distribution; grade processing; major and advisor changes, implementation and enforcement of academic policies and procedures; degree audits and student progress-toward-degree tracking; enrollment and degree verification; evaluation of transfer credit from other accredited institutions; and responding to information requests from faculty, students, staff, and alumni where appropriate.

• Primary responsibility for the management of the summer session (registration, course scheduling, and enrollment). Coordinate with faculty chairs and other representatives of academic departments at the College and registrar colleagues at the other Claremont Colleges.

• Represent Harvey Mudd College and the Office of the Registrar in intercollegiate and consortial meetings as assigned, including committees and groups related to the maintenance and implementation of current and future student information systems.

• Manage the assignment of students to academic advisors. Partner with department chairs to determine and develop equitable distribution of students among advisors.

• Manage and ensure the integrity of student information systems and associated databases. Maintain academic data in the SIS and use reporting tools (such as Microsoft PowerBI) to audit data and create reports. The Assistant Registrar has independent discretion to update student academic records to ensure adherence to federally mandated data standards such as those set forth in IPEDS.

• Partner with and serve as liaison to the Computing and Information Services (CIS) Department in evaluating and improving electronic processes and services related to faculty and student web portal use, online registration, and other web-based systems and services related to student records and academic information. Primary responsibility within the registrar’s office for assisting CIS in SIS and portal maintenance and update testing. Evaluate and test processes, suggest improvements and document procedures. Partner with the Registrar Coordinator and Associate Registrar to create testing scripts and guidelines.

• Assist the Associate Registrar and Registrar/AVP with training faculty, students, staff, and alumni on the use of relevant web-based systems, on best practices in data management, FERPA, etc.

• Serve as registrar’s office point of contact for third-party transcript servicers (e.g., Parchment) and enrollment/degree verification providers (e.g., National Student Clearinghouse).

• Interpret, apply and comply with academic regulations and policies, including privacy laws (e.g., FERPA), concerning the confidentiality of student records.

• Develop and maintain partnerships with other campus offices that use and maintain student data, including institutional research, academic departments, financial aid, student affairs, study abroad, admission, facilities and maintenance, advancement, etc.

• As a representative of the registrar’s office, respond to questions and concerns from students, faculty, and other constituencies in an informed and professional manner. Investigate concerns and recommend corrective action.

• Assess and improve office processes; revise and document procedures.

• Supervise work-study students, when available.

• Develop and maintain knowledge of best practices in student/academic information management and registrar functions through membership and participation in professional organizations, conferences, and workshops.

• Perform other related duties as assigned.

REQUIRED QUALIFICATIONS

Education and Experience: 

Education and Experience: Bachelor’s degree and a minimum of two years related experience preferred.

Knowledge, Skills, and Abilities:

• Attention to detail, focus on accuracy, strong organizational skills, and ability to multitask.

• Demonstrated interpersonal, written, and verbal communication skills.

• Ability to meet deadlines, prioritize tasks, and ask for help when needed.

• Ability to work with diverse groups of students, alumni, faculty, and staff.

• Ability to supervise clerical and student staff.

• Curiosity, initiative, and a problem-solving mindset.

• Personal integrity and ability to interact successfully with various constituencies (faculty, administration, members of the public, and staff) as well as individuals with varying priorities, issues, motivations, and constraints.

• Ability to work collaboratively as a member of the Registrar’s Office as well as independently. Experience working as a team member on projects and implementation of new initiatives.

• Positive attitude and strong work ethic.

• Advanced computer skills, including a familiarity with databases and information systems. Familiarity with a variety of software packages and basic computer programs (e.g., Microsoft Word, Excel, Google Docs). Comfort with technology and an interest and ability to learn and use new programs and technologies. Willingness to explore cutting-edge techniques to improve office functionality.

• Ability to use discretion in working with sensitive, confidential information and materials.

Preferred Qualifications:

• Experience working in a college or university environment, preferably in a registrar’s office setting.

• Experience working with student information systems (e.g., Anthology Student, Jenzabar, etc.) is very desirable; familiarity with Microsoft PowerBI reporting software is helpful.

• Demonstrated experience in development of documentation and training for employees.

• Knowledge of the Claremont Colleges is a strong plus.

Remote Work Eligibility:

Category B:
All staff positions, regardless of remote work eligibility, require an initial 30-calendar-day on-campus work period. Based on an evaluation by the supervisor and area Vice President, this position is classified as Category B as defined in the College’s Remote Work Policy, with occasional ad-hoc remote work flexibility (as needed). Your approved remote work arrangements under Category B allow for up to 1 remote work day per week during the academic year and up to 2 remote work days during the non-academic year. Please note these days may vary depending on departmental and College needs.

Your standard working hours will generally be from 8:00 a.m. to 5:00 p.m., Monday through Friday, though these hours may vary depending on departmental and College needs. All remote work arrangements, including ad-hoc remote work, must be approved by the direct supervisor, area Cabinet member, and Human Resources, and are subject to periodic review based on institutional needs. These arrangements are neither guaranteed nor considered entitlements and may change due to factors such as employee performance, evolving business needs, or changes to the position.

Physical Requirements: 

While performing the duties of this job, the staff member is regularly required to sit; stand, use hands and fingers and talk or hear. The employee is occasionally required to reach with hands and arms. The individual must regularly lift and/or carry 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 the ability to adjust focus. 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. 

Hours:

Regular office hours are 8:00 a.m. to 5:00 p.m. However, days and hours may vary due to the needs of the department or the College.

Classification: 

This is an exempt, full-time, regular, benefits eligible, position. 

Salary:
$68,640-$70,304/ per year

Reports To: 

This position reports to the Associate Registrar. 

Additional Information: 

This job description defines the essential job duties of the position. Harvey Mudd College expects that employees hired for this position can perform the essential functions of the job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act. 

Regular employment at the College is for no specified period; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time. Employment is at-will and employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.

Harvey Mudd College is an Equal Opportunity Employer. Qualified applicants will be given consideration for employment without regard to age, race, gender, national origin, sexual orientation, protected veteran’s status, disability, or any other characteristics protected by applicable law.

Please note that in order to be considered an applicant for any staff position at Harvey Mudd College you must apply for each position for which you believe you are qualified.