Associate Registrar, Academic Records

Job Posting Location:

Claremont, CA

Job Posting Title:

Associate Registrar, Academic Records

Job Description:

JOB PURPOSE:

The Associate Registrar for Academic Records serves as a key leader within the Office of the Registrar, working closely with the Registrar relating to the full scope of academic records and representing the Registrar in their absence, both internally and externally. This position is responsible for ensuring the integrity, security, accuracy and access to academic records; staff training; application of technologies that support office functionality including testing and updating the student information system; independent judgement and resolution of problems encountered by students, faculty and staff; representation for the office in committees; resolution of enrollment and grading issues, making exceptions or interpretations as necessary; and being a resource to faculty, staff and departments on office and College policy. Serves as an acting official in the absence of the Registrar to ensure the smooth and efficient operation of the Office of the Registrar. This Associate Registrar position has a significant amount of professional autonomy and works collaboratively with others on campus to greatly impact student and faculty success at Pomona College. This role actively participates in the College’s efforts to create a workplace in which everyone is treated with dignity and respect and is valued for their contribution.

ESSENTIAL FUNCTIONS:

The duties and responsibilities of the Associate Registrar include but are not limited to the following functions, which are not listed in order of importance or significance:

• Manages, plans, and administers a range of administrative operations in a non-academic unit of full-time employees. Establishes priorities and deadlines for completion of tasks by Registrar staff. Organizes, assigns, and adjusts work and break schedules, workloads, and coverage for phone and front office to ensure an acceptable level of customer service is provided.
• Coordinates aspects of student registration, graduation, and enrollment. In collaboration with other Office of the Registrar staff, assists with overseeing activity, including but not limited to course registration, graduation processing, and Pomona College strategic initiatives. 
• Provides guidance and direction to staff on complex procedural issues. Interprets, implements and ensures adherence to established policies of the campus, California state and federal regulations, Title V Education Code, and the best practices of the American Association of Collegiate Registrars and Admissions Officers (AACRAO). 
• Along with other leadership in the Office of the Registrar, responsible for the recruitment, hiring, training, cross-training, and coaching of staff. Monitors and evaluates staff performance and provides coaching, direction, and assistance. Leads the efforts of subordinate staff to provide general information to students regarding the policies and procedures of the Office of the Registrar.
• Assist with internal and external requests for regular and ad hoc reporting, including development of custom reports as needed. Work with the Office of Institutional Research, the Dean of the College, and the Office of Financial Aid for data, including but not limited to IPEDS, Common Data Set, graduation rates, tenure and promotion reporting, cross-registration reporting, and annual Financial Aid audit student records.
• Provides the first-level supervisory support for escalated student inquiries and problems. Researches and resolves problems escalated by staff, such as non-routine operational and student enrollment-related problems. Prepares non-routine professional responses to students verbally and in writing. Consults with the Registrar and members of the Dean of the College office as needed on the most escalated, unresolved, and complex student issues.
• Advises administrators, staff, instructors, and students regarding Registrar services and procedures. Makes recommendations and assists in technology systems implementation and update testing that may affect the student or faculty experience.
• Develops and updates training materials, including customer service standards and scripts. Assists with providing training to various campus constituencies. Updates materials as systems or policies change. 
• Assist the Registrar on issues of policy, planning, and goal setting; recommends procedural adjustments based on continual environmental scanning. Coordinate special projects, tasks, and duties. Participates as a team member in various committees, meetings, and projects representing the Office of the Registrar. Along with other departmental staff, periodically reviews the Registrar area websites and print materials. Makes re