Pacific Association of Collegiate Registrars and Admissions Officers

Assistant Registrar for Credentials

Employer Info:

University of Washington

https://www.washington.edu/

Job Name

Assistant Registrar for Credentials

Brief Description

The University of Washington Assistant Registrar for Credentials provides leadership and supervision of essential services by leading, supervising, and managing the Office of the University Credentials Team. The Assistant Registrar tracks key performance indicators, collaborates, and analyzes feedback in order to improve business processes and service.

The Assistant Registrar is responsible for the accurate and timely production of diplomas and is responsible for ensuring the accuracy and integrity of all official academic records, including grading integrity, Dean’s List, Honors Lists and accurate auditing of degree applications and conferral of undergraduate and professional school degrees. They also oversee the Former Quarter Drop late grade change petition process.

The Assistant Registrar is responsible for hiring, training, coaching, and evaluating all direct reports in a high-paced, high volume work environment. The position requires an ability to assess workload demands and assign work to team members, ensure completion of processed work and responses to students in a timely fashion, and respond to changes in staffing, workload, and student demand.

Job Type

Full-Time

Education Level Required

Bachelors

Location City

Seattle, WA 98195, United states

Contact Person

Leigh Miller

Contact Email

leighcm@uw.edu

Contact Phone

2065430991

How to Apply

ADDITIONAL APPLICATION INFORMATION

In addition to a cover letter and a resume, please provide a response to this prompt: The Assistant Registrar for Credentials position in the Office of the University Registrar (OUR) is a key position for developing and supporting the Credentials Team as well as working closely with university colleagues to innovate and improve OUR graduation evaluation and conferral processes. In his book, The Ideal Team Player, Patrick Lencioni highlights three key behaviors of an ideal team player: To be Humble, Hungry, and Smart. Please review the descriptions below of the tenets presented in this book and respond back with your assessment of your work experience to date in relation to how you embody these three team player behaviors.

Humble: Great team players lack excessive ego or concerns about status. They are quick to point out the contributions of others and slow to seek attention for their own. They share credit, emphasize team over self, and define success collectively rather than individually.

Hungry: Hungry people are always looking for more. More things to do. More to learn. More responsibility to take on. The healthy kind of hunger - a manageable and sustainable commitment to doing a job well and going above and beyond when it is truly required.

Smart: This is not about intellectual capacity. In the context of a team, smart simply refers to a person’s common sense about people. Smart people just have good judgment and intuition around the subtleties of good judgment and intuition around the subtleties of group dynamics and the impact of their words and actions.

Application Process: The application process may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment, you will be prompted to do so the next time you log into your “My Jobs” page. If you choose to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.

Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.

Job closes on 12/4/2024

Direct Link

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Job Details

DUTIES AND RESPONSIBILITIES Credentials Management & Oversight 30% • Review Former Quarter Drop requests, make initial decisions, and work directly with the Former Quarter Drop Review Committee to ensure consistent application of policy and practice. • Responsible for Credentials Team’s accurate and timely evaluation of student academic records to ensure published degree requirements are met for baccalaureate graduation and make independent decisions to grant baccalaureate degrees based on this evaluation. • Maintain integrity of student records and ensure compliance with university policies, deadlines, and procedures related to student enrollment. • Serve as a primary liaison to academic departments, advisers, instructors, and others to address questions and concerns related to grading, degree awarding, and other Credentials Team activities. Represent the Credentials Team in meetings. • Advise Credentials Team members, students, faculty, advisers, and staff on grading, graduation, and other Credentials Team policies, procedures, and activities, and recommend alternate courses of action. • Advise students, departmental advisers, other institutions and the public regarding graduation requirements, commencement procedures, graduating senior priority registration and policies and procedures pertaining to the academic record, including information on academic credit, grading, and scholarship status; interpret and apply policies to individual graduation applicants, (i.e., honors, academic standing, repeated courses, incomplete grading policies). • Act as a liaison between academic and administrative University personnel regarding graduation and academic record policies and problems such as curriculum and time schedule issues, faculty grade report problems and transfer credit procedures. • Research degree back date requests and refer requests to Associate Registrar for decision-making • Determine eligibility for baccalaureate honors and generate list to be entered by the Credentials Team. Advise students regarding high scholarship (Dean's List, College Honors and Departmental Distinction) and ensure accuracy of information in the academic record. • Determine eligibility and record appropriate credit for advance placement and credit by examination. • Enter military students grades into GoArmy or MyCAA and oversee this process • Respond to questions from students and advisers on the Satisfactory Progress Policy • Train Office of the University Registrar team members, as appropriate, for office procedures. • Assist in planning, implementing, and evaluating policies related to grading, degree awarding, and other Credentials Team responsibilities; devise and implement new procedures. • Innovate process improvement to streamline the work of the Credentials Team and improve the Husky experience for our students. Work with the Associate Registrar to implement innovations. • Evaluate student's academic credentials. Maintain all University students' academic records. Advise students and University staff about graduation, commencement and academic record policies and procedures such as academic credit, grading and scholarship status. Grant or deny baccalaureate degree. Supervision 25% • Supervise the Credentials Team by managing the hiring, training, coaching, and evaluation of team members. • Manage workload assignments, ensure procedures are followed accurately, and that students, faculty and staff are responded to professionally, efficiently, and effectively. • Determine quarterly duties assigned to the Credentials Team members. • Coordinate and manage Credentials Team rotating quarterly duties’ schedule. Ensure that team members stay current with assigned duties, and address issues related to timely and accurate completion of quarterly duties. • Provide leadership, supervision, and direction for assigned staff. Plan, assign, and review work, establish goals for each position and assess performance through completion of written evaluations; act on disciplinary issues and address grievances; develop a framework for corrective action as necessary. • Respond to staff-referred student complaints, handle exception requests and processing, and referrals related to graduation, grading, honors, and low scholarship from advisers and students. Assist with complaint management and problem resolution for Credentials Team members with students, advisers, and faculty. Consult on or refer challenging issues to the Associate Registrar when appropriate. • Respond to referrals from Credentials Team, OUR team members, and university colleagues requesting exceptions for established procedures, respond to challenges, and provide resolution. • Under the supervision of the Associate Registrar, serve as liaison between the Credentials Teams and University constituents, including students, advisers, and faculty. Diplomas, Honors, Dean’s List, and Commencement Program Oversight 25% • Oversee quarterly diploma and certificate orders for all UW degrees (four large graduation orders annually) with diploma vendor. • Oversee quarterly and annual Dean’s list production; including serving as liaison to Academic and Student Affairs -Information Services for publication of dean’s lists • Serve as liaison to the Office of Ceremonies and Academic Data Management team to accurately verify degree, honors, and graduation data for production of the annual commencement program. Produce baccalaureate, professional degree, and baccalaureate honors sections of annual commencement program. • Respond to student inquiries concerning the production of credentials including diplomas, Honors Lists, Dean’s and Commencement Program preferred name and inclusion processes • Attend meetings related to Commencement as representative from the Office of the University Registrar at UW Commencement Fairs and serve as a liaison between Office of Ceremonies and the Office of the University Registrar for students to receive accurate information on Commencement • Advise and direct students, parents, faculty, advisers, and university colleagues regarding policy issues concerning credentials production and publications • Interpret policies relating to these matters; approve policy exceptions Management of Workflows, Forms, Web pages, and Related Communication tools/processes 15% • Review, update, enhance, and troubleshoot online workflows related to work responsibilities of the Credentials Team including, but not limited to Former Quarter Drop, Grade Changes, and the online graduation application. • Maintain effective working relationships with faculty, staff, and the community to actively support a team approach to accomplishing goals. • In cooperation with the Associate Registrar, the Office of the University Registrar Leadership Team, and the UW-IT Student Information System team suggest and support enhancements to current processes, innovating to use technology to enhance and make current processes more effective. • Evaluate written procedures and update to reflect current processes as well as seek continuous process improvement. Serve as a member of both the Office of the University Registrar and the Registrar Student Services leadership team. 5% • Advise the University Registrar on the continuous improvement of services to students and University officials • Serve as a member of the Registrar Student Services Leadership Team and collaborate on team development, workflow management and project development and prioritization. MINIMUM REQUIREMENTS • Bachelor's degree • At least four years of supervisory experience. Experience as a lead team member and/or supervising temporary, and/or student staff will be considered. • Demonstrated experience in delivering and overseeing the delivery of positive customer service, including dealing with difficult individuals, responding to exception requests, and complaints. • Knowledge of FERPA laws, regulations, and guidance. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. DESIRED QUALIFICATIONS • Experience recruiting, hiring, training and onboarding staff. • Demonstrated experience in leading, motivating and encouraging employees. • Strong level of comfort with technology and making data informed decisions.