Assistant Registrar Contract

TITLE: Assistant Registrar

DEPARTMENT: Office of the Registrar

REPORTS TO: Registrar

CLASSIFICATION: Staff-12 months

EFFECTIVE DATE: TBD

STANDARD WORK HOURS: 37.5 hours per week

EMPLOYMENT STATUS: Full-Time

EMPLOYMENT CLASSIFICATION: Exempt

JOB SUMMARY:

The Assistant Registrar will administer and ensure efficient and accurate management of academic records and student information within Kentucky State University. The Assistant Registrar will play a pivotal role in the academic administration of the institution, ensuring the integrity, accuracy, and confidentiality of student records. This position involves managing registration processes, academic transcripts, course scheduling, degree audits, and other essential functions related to student enrollment and progression. The candidate will collaborate with various departments to facilitate the registration process, maintain academic databases, and contribute to the institution’s overall success by supporting student enrollment and academic operations.

ESSENTIAL JOB FUNCTIONS:

• Maintain accurate and up-to-date student records, including personal information, academic transcripts, grades, and enrollment status.
• Ensure compliance with relevant policies, regulations, and student records management laws, such as FERPA (Family Educational Rights and Privacy Act).
• Oversee the registration process, including course selection, enrollment, and drop/add procedures.
• Coordinate with academic departments to develop and implement class schedules, ensuring optimal resource utilization and meeting student needs.
• Process enrollment verification request through the National Student Clearinghouse.
• Enter graduate student applications for admissions into the student information database system.
• Maintain accurate and up-to-date student records, including grades, transcripts, and other educational documents.
• Collaborate with faculty and staff to process grade submissions and ensure timely and accurate record-keeping.
• Manages grade and transcript processing; coordinates academic information for graduation clearance; provides special program certifications; compiles statistical information and generates reports.
• Process student curriculum changes to include major/minor change forms and grade change forms and update FERPA requests. Also, process student registration adds/drops, withdrawals, and appeals from the University.
• Process graduation applications and reconcile daily reports of students who have applied for graduation via the BANNER Student Information System and ARGOS.
• Confer degrees and purchase diplomas through external vendor Jostens.
• Stay informed about relevant regulations and policies related to academic records and student information.
• Ensure compliance with data protection and privacy laws in handling student records and adhere to the Family Educational Rights and Privacy Act (FERPA).
• Maintain membership with professional Registrar organizations to include, AACRAO, SACRAO, and KACRAO to stay informed on state and federal laws, policies, and regulations related to registration and records.
• Implement and enforce institutional policies related to registration, academic standing, and graduation requirements.
• Develop and implement systems to maintain student academic records and preservation of academic credentials in accordance with university policy, accreditation standards, and privacy laws.
• Verify certification of athletic eligibility for student-athletes to appropriate internal and external agencies.
• Determine residency status for students seeking in-state residency at University.
• Serve as website content editor to manage registrar pages, this includes, creating, editing, and organizing text, images, videos and other elements to maintain consistency and coherence that align with organization goals.
• Identify opportunities for process improvement and efficiency within the registrar’s office, implementing best practices and innovative solutions.
• Participate in institutional committees and initiatives to enhance the student experience and academic services
• Serve as a student resource regarding academic policies, procedures, and requirements.
• Collaborate with academic advisors and student support services to assist students in achieving their educational goals.
• Represents the office of the registrar at various community and/or business meetings, committees, and task forces; promotes existing and new programs and/or policies.
• Generate and analyze reports related to enrollment, academic progress, graduation, and other relevant metrics using AGROS system.
• Contribute to institutional planning by providing data and insights related to student demographics and educational trends.
• Utilize student information systems (SIS) and other technology platforms to manage student records, generate reports, and facilitate data analysis.
• Provide training and support to staff and faculty members on using relevant systems and software applications.
• Participate in the planning and implementation of Degree Works, Course Leaf and Reverse Transfer process for the National Student Clearinghouse.
• Utilize Banner student information system to process student records for registration, graduation, appeals, grades, and transcript requests.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Bachelor’s degree required, Master’s degree preferred, in education, higher education administration, or a related field.
• Ability to communicate effectively with diverse stakeholders, both orally and in writing.
• Ability to multitask, prioritize, and manage time effectively in a fast-paced environment.
• Excellent organizational, analytical, and problem-solving skills.
• Commitment to maintaining confidentiality and safeguarding sensitive information.
• Knowledge of accreditation and certification requirements and standards.
• Knowledge of the rules, regulations, and laws regarding student records.
• Skill in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures.

SUPERVISORY RESPONSIBILITY:

• This position does have supervisory responsibility as being the second in command in the Office of the Registrar.
• This position will help foster a team environment within the office.

OTHER DUTIES:

• Perform other duties as assigned.

QUALIFICATIONS:

• Bachelor’s degree required, Master’s degree preferred, in education, higher education administration, or a related field.

PREFERRED QUALIFICATIONS:

• Familiarity with relevant regulations and compliance requirements, such as FERPA and accreditation standards.
• Previous experience in registrar’s office or academic administration preferred.
• Proficiency in using student information systems (SIS) and Microsoft suite. Familiarity with Banner and or Degree Works.

• Proficiency in using National Student Clearinghouse to process transcripts, enrollment verification, Reverse Transfer, and data exchanges.
• Ability to develop and maintain recordkeeping systems and procedures.
• Strong understanding of educational policies, regulations, and procedures.

Licensing and Certifications: NA

WORKING CONDITIONS:

• Work is normally performed in a typical interior/office work environment.
• No or very limited physical effort required.
• No or very limited exposure to physical risk.

Applicants must be authorized to work for any employer in the United States. At this time, Kentucky State University is unable to sponsor or take over sponsorship of an employment visa

Internal candidates are encouraged to apply.

KENTUCKY STATE UNIVERSITY is an Equal Opportunity Employer

The functions, qualifications, knowledge/skills, and physical requirements listed in this job description represent the essential duties of the job, which the incumbent must be able to perform either with or without reasonable accommodation. The Job Functions listed do not necessarily include all activities that the individual may perform.