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 Registrar to ensure timely and accurate degree and diploma issuance.

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.
• 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 accurately 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; communicate with school administrators, the Office of the Provost, and the Registrar to ensure accuracy of data and fidelity to institute policies.

Degree Completion -

• Prepare and review pending graduate files for final approval by the Registrar.
• Follow up with school and program administrators and faculty to resolve missing documentation or degree requirements, including graduation reviews.
• 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 Records and Registration Assistant in the preparation and mailing of final degree transcripts and diplomas.
• Prepare, vet, and submit regular graduation reports to the National Student Clearinghouse.
• Review and process Degree Verify requests.

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.
• 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.

Qualifications

SKILLS/ABILITIES

• Strong technical skills, including proficiency in Microsoft Excel and experience working with relational databases
• Demonstrated ability to maintain consistent attention to detail
• Ability to manage competing priorities while retaining focus on team goals
• Excellent written communication skills
• Excellent organizational skills

EXPERIENCE

• 3 years experience in a registrar’s office or similar environment (required)
• Experience working with Colleague or other student information system (preferred)
• Experience building or maintaining an automated degree audit system (preferred)
• Experience working with students in an academic environment (preferred)

EDUCATION

• Bachelor’s degree or equivalent work experience (Master’s degree preferred)

Application Instructions

To Apply: This position is open until filled, but for full consideration to apply: Follow the interfolio promp