Assistant Registrar, Degree Audit and Graduation
Basic Position Information
Job Code: 2338
Title: Assistant Registrar, Degree Audit and Graduation
Essential Personnel: N
Job Family: Enrollment Management
Job Sub-Family: Student Records
FLSA Classification: E
Job Grade: 14
Grade Min: $52,981
Grade Mid: $63,578
UHD Succession Plan: N
Criticality of Position: N/A
Career Ladder: In-Range
Campus Security Authority: Y
Screening Committee: N
Motor Vehicle Record Check: N
The Assistant Registrar, Degree Audit and Graduation oversees the daily management of the Registrar's Office staff, processes, and technology associated with degree audit, graduation, and program and catalog development and maintenance.
- Serves as the Registrar's Office staff supervisor for online degree audit processes, including the development of degree audits, minors, and certificates.
- Determines best practices; advises audit users on implementation and maintenance processes.
- Implements changes to the online audit coding.
- Establishes business processes and workflows for degree audit and graduation clearance.
- Develops training programs and communication plans to support the implementation and maintenance of degree audits.
- Oversees degree auditing and related training for all relevant university staff; leads the university's transition to degree certification using degree audits.
- Oversees graduation processing, including graduation applications, degree clearance and certification, associated workflow processes, commencement, and diploma production and distribution.
- Represents the Registrar's Office on various university committees.
- Performs all other duties as assigned.
- Full Time Employees
Delegation of Work:
- Regularly assigns work to subordinate(s)
- Has primary responsibility for conducting performance evaluations and making recommendations for hiring and dismissing employees.
- Bachelor's degree
- Minimum of four (4) years of progressively responsible experience in student records and registration in a higher education setting
- None required
- Knowledge of Banner Student module and CAPP is preferred.
Knowledge, Skills and Abilities
- Knowledge of student information systems and degree audit systems, and of the related trends, issues, and accepted practices; understanding of the complexity of online audit coding.
- Strong logical and analytical problem solving skills; good critical thinking skills; strong attention to detail; excellent interpersonal and communication skills; good organizational, time management, and project planning skills; excellent customer care skills.
- Ability to collect, verify, and report data; ability to make administrative and procedural decisions or judgments on sensitive, confidential issues; ability to take the initiative on action points; ability to coordinate multiple tasks simultaneously in a high pressure environment; ability to strategize and to be detail oriented; ability to effectively communicate with a wide range of individuals and constituencies in a diverse community.
Work Location and Physical Demands
Primary Work Location:
- Works in an office environment.
- Work is performed in a typical interior work environment which does not subject the employee to any unpleasant elements; individual has discretion in relation to walking, standing etc., and has minimal exposure to physical risks.
Position Specific Competencies
Commitment to Excellence - UHD
- Demonstrates a commitment to competently perform his/her job duties and responsibilities within established time frames.
- Continuously strives to improve work performance.
- Accepts responsibility for his/her commitments to the university.
- Contributes to the success of the university by consistently providing quality results in the performance of his/her job duties and responsibilities.
- Takes responsibility to accomplish job assignments within reasonable deadlines.
- Willing to accept new projects and/or commitments.
- Does due diligence to complete projects within specified timeframes and/or fulfill commitments.
- Arrives to work on time prepared and ready to contribute.
- Willingly adjusts to changing work assignments or conditions.
- Open to changes in operational procedures, technology, and/or organizational structure.
- Views changes as opportunities for learning and professional development.
- Displays a positive attitude to encourage others.
- Promptly responds to changes in work priorities and/or unexpected circumstances or situations.
Focus on Customer Service
- Focuses on customer's needs and expectations. (Customers can be students, external constituents, employees, or university guests.)
- Respectfully ascertains customer's needs and determines appropriate response.
- Promptly responds by providing requested information, takes appropriate action, or refers customer to appropriate individual or department.
- If further actions need to be taken, advises customers of realistic timeframes for a response to their request.
- Follows up with customers on outstanding requests in a timely manner.
- Tactfully explains to customers why their needs and/or expectations cannot be met if the university does not provide the requested information or services.
- Demonstrates high ethical standards of conduct in the performance of his/her job duties and responsibilities.
- Accepts responsibility for his/her actions.
- Respects and complies with department and university policies, procedures, and work rules.
- Possesses required job skills and knowledge.
- Demonstrates the ability to apply those skills and knowledge to competently perform his/her job duties and assignments.
- Leads the work of assigned staff.
- Assigns projects and tasks with clear instructions and understanding of work to be performed.
- Mentors and guides by sharing expertise, knowledge of work rules and procedures, and best practices.
- Follows up to ensure tasks and projects are completed within reasonable timeframes.
Respect and Cooperation
- Treats others with courtesy, respect, and dignity in the workplace.
- Promotes cooperation through open and honest communications and consideration of others ideas, thoughts, and opinions.
Computer/Automated System Proficiency
- Proficient in the use of university applications or automated systems to perform job duties.
- Complies with related policies, procedures, and work rules to maintain system security and data integrity.
Student Success Indirect Support
- Contributes to student success by assisting students with anything that supports their student experience, whether directly or indirectly.
- Helps students navigate their way through the different offices, programs, and services at the university and/or connects students with the appropriate party(ies).
- Connects students with services or resources that can help them with career exploration, goal selection, and ongoing academic assistance.
- Helps students build peer support networks.
- Encourages student participation in out-of-class activities.
- Provides encouragement and guidance to foster student success.
- Treats students with respect
- Maintains the learning environment to ensure quality and/or sound pedagogy.
This job description may not encompass all duties and responsibilities associated with the position.