Assistant Registrar for Curriculum and Graduation

Description

SUMMARY

Reporting to the Registrar, the Assistant Registrar for Curriculum and Graduation is responsible for oversight and maintenance of all aspects of curriculum management and student degree progress within the Office of the Registrar. Key functions include annual updates to program requirements and course records as reflected in the institute catalog and in the Colleague student records system, as well as implementation and maintenance of Degree Audit and Student Planning. The Assistant Registrar for Curriculum and Graduation is also the primary support staff in the degree completion process, working closely with the Associate Registrar to ensure timely and accurate degree and diploma issuance.  

Qualifications

ESSENTIAL JOB FUNCTIONS:

Catalog and Curriculum

• Work with school and program administrators, the Office of the Provost, and the Office of Communications to ensure accurate and timely submission, approval, and publication of annual curriculum revisions and additions.
• Administration of course schedules and preload information.
• Maintain annual updates to Colleague programs and date driven forms.
• Process all curriculum updates and any changes to degree requirements in Degree Audit; conduct regular reviews of the academic catalog to ensure Degree Audit and Coursedog accurately reflects the requirements of each academic program.
• Ensure accurate display of course catalog and degree requirements in online catalog and Student Planning.
• Maintain the permanent course catalog through course creation and modifications using Colleague and Coursedog; communicate with school administrators, the Office of the Provost, and the Registrar to ensure accuracy of data and fidelity to institute policies.

Degree Completion

• As a VA certifying official, certify VAs, prepare and submit yearly CSAAVE applications, and manage VA student records in accordance with federal guidelines.
• Coordinate appeals review with Enrollment Specialist regarding retroactive student record changes and petition.
• Prepare and review pending graduate files for final approval by the Associate Registrar.
• Follow up with school and program administrators and faculty to resolve missing documentation or degree requirements, including graduation reviews.
• Management and processing of degree requirement waivers and substitutions submitted by the School.
• Collaborate with the Office of Information Technology to maintain the online graduation review.
• In collaboration with the schools and the Office of Student Affairs, compile and vet lists of students eligible to participate in graduation ceremonies.
• Create pending graduate records and confer degrees in Colleague.
• Supervise the Academic Records Specialist in the preparation and mailing of diplomas.
• Prepare, vet, and submit regular graduation reports to the National Student Clearinghouse.

Colleague Maintenance

• Develop and maintain the degree audit module within Colleague. Make adjustments as needed at the system level as the software is updated, and as academic requirements change over time.
• Maintain accurate and up-to-date student records, including changes of program and additions of minors or specializations.
• Manage transfer equivalency building within Colleague
• Collaborate with the Office of Information Technology on the implementation and maintenance of the Student Planning module in Colleague.

Office Management

• Ensure the accuracy of all electronic and hard copy records, particularly the data stored in Colleague through regular quality assurance review of electronic data, coordination of hard copy document maintenance in accordance with institute policies.
• Hire, train and supervise student assistants.
• Provide support as needed to colleagues within the Office of the Registrar and across the Student Success division to ensure the efficient, effective operations of student services at CalArts.
• Deliver positive, proactive service to CalArts students, staff, and faculty, and to any members of the community seeking assistance from the office.

SKILLS/ABILITIES:

• Significant knowledge of and great facility with relational databases, reporting tools, webbased content management systems, desktop applications, and a networked systems environment (Colleague, Coursedog, Tableau, Slate, Perceptive Content, MS Office Suite and/or other equivalent system).
• Ability to maintain highly confidential information with patience, descretion, and good judgment while working with various constituents and meeting federa