Assistant Registrar, Records & Registration

Employer Info:

Oregon State University



https://oregonstate.edu

Oregon State is an international public research university that draws people from all 50 states and more than 100 countries. We go wherever the challenges are, push ourselves to the very edge of what’s known and keep going. We are determined to forge solutions. We are diverse and welcoming. We embrace our responsibility to Oregon and the world, building a future that’s smarter, healthier, more prosperous and more just. We see what could be and have worked relentlessly for 150 years to make it so. 2 campuses, 11 colleges, 12 experiment stations, Extension programs in all 36 counties, 200+ academic programs — COUNTLESS IMPACTS.
Job Name
Assistant Registrar, Records & Registration
Brief Description
The Office of the Registrar at Oregon State University is seeking an Assistant Registrar for Records & Registration. This is a full-time (1.0 FTE), 12-month, fixed term professional faculty position.
Job Type
Full-Time
Education Level Required
Bachelors
Location City
Corvallis, OR 97331, United states
Contact Person
Jennifer Ketterman
Contact Email
jennifer.ketterman@oregonstate.edu
Contact Phone
541-737-2830
How to Apply
Visit the Oregon State University employment website for more information and instructions to apply. Oregon State University is an
Direct Link
Click here for more info
Job Details

Position Summary:

The Office of the Registrar is an Oregon State University mission-critical unit. We serve as an innovative partner, providing a clear path for student success. Institutional integrity is ensured through our strict adherence to confidentiality. We provide enrollment and instructional services, maintain academic history, and offer support services to students, staff, and faculty. We can provide continual outstanding service because of our commitments to excellence, equity, collaboration, and innovation. The Office of the Registrar provides a welcoming and inclusive work environment, in which everyone is treated with dignity and respect and is valued for their contribution to student success at Oregon State University.

The Assistant Registrar for Records and Registration, a member of the Operations Team, reports to the Associate Registrar for Operations in the Office of the Registrar. This position is responsible for the oversight and direction of multiple operational functions, oversight of systems processing in the student information system (SIS), application of procedures and regulations, and independent judgement for policy exceptions. The Assistant Registrar for Records and Registration is responsible for the day-to-day operations and supervision of five Administrative Program Specialists (Records Team), and student employees, and their day-to-day work. This role is necessary for ensuring the continuity of service to students, employees, and outside customers.

Qualifications - Minimum/Required:
  • Bachelor’s degree.
  • A minimum of two years’ experience in a Registrar’s Office or similar professional environment with responsibility for electronic records in a regulatory environment.
  • A minimum of one year of supervision experience.
  • Experience providing exceptional customer service, with the confidence to act when critical situations arise.
  • Service experience advising and/or instructing people about processes and/or procedures.
  • Experience with a student information system (e.g., Banner, Colleague, Jenzabar)
  • Ability to analyze complex issues and situations, identifying alternative solutions, forecast of consequences and recommendation of an effective course of action.
  • Excellent written and verbal communication skills, including ability to communicate with administrative management and academic constituencies.
  • Experience interpreting and communicating complex policies and procedures to stakeholders. Experience working as a team member on projects and implementation of new initiatives.
  • Ability to promote policy and regulation equality and integrity in all work, ensuring diverse needs of OSU’s students are appropriately addressed.
  • A demonstrated commitment to diversity, equity, and inclusion.
  • This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a Criminal History Check and be determined to be position qualified as per OSU STANDARD 576-055-0000 et seq. Incumbents are required to self-report convictions and those in Youth Programs may have additional Criminal History Checks every 24 months. Offers of employment are contingent upon meeting all minimum qualifications including the Criminal History Check Requirement.
Qualifications - Preferred:
  • Experience training or providing instructions to staff, students or stakeholders as a functional user and content expert.
  • Ability to work within an environment where ambiguity and the ability to pivot quickly are commonplace.
  • Familiarity with the Academic Regulations and policies that pertain to student records and registration in higher education.
  • Experience in training staff in new procedures and developing handbooks and materials to support this effort.
Position Duties:

75% SUPERVISION, ADMINISTRATION AND LEADERSHIP

  • Supervision of five Administrative Program Specialists (Records Team) and student employees, including responsibility for hiring, training, evaluation, professional development, and termination. Development and maintenance of position descriptions and applicable Office of the Registrar employee policies and procedures. Provide ongoing development of the Records Team members.
    Manage the daily operations and support for the Records Team, including but not limited to staff scheduling, adhering to established processes, monitoring workflow and assist with customer service when workload is high. Provide creative, dynamic, and thoughtful management skills to the Office of the Registrar; problem-solve, lead, and motivate team members. Ensure the integrity and accuracy of all student’s records requests through consistent and effective application of academic regulations. Responsibility for the onboarding, training, and support for team members, ensuring excellent customer service to students, faculty, and stakeholders. Monitor registration and records procedures to increase efficiency and professionalism. Investigate and propose processes where appropriate and necessary.
  • Support and promote integrity of Oregon State University’s Academic Regulations, specifically those related to student records ensuring a consistent and fair application, and clear communication of regulations to students and stakeholders Independently or in consultation with the Associate Registrar, make exceptions to policy and protocol as student situations arise.
  • Evaluate and adjust operational processes to meet high-volume demands. Identify trends in the Records Team workflow volume and propose enhancements for improvement. Review processes and procedures for the records unit, in collaboration with relevant staff. Assess and streamline processes for effectiveness and efficiency. Create documentation and training plans for implementation of new processes.
  • Interpret University Academic Regulations and policies as necessary for the maintenance and accuracy of student records. Counsel and guide the Records Team, advisors, academic departments and students in understanding and interpreting University Academic Regulations and related procedures (e.g., deadlines, forms, requirements, etc.). Analyze situational anomalies in student records, working with advisors and academic departments to resolve problems.
  • Safeguard of confidential information and observance of FERPA policies and guidelines in all communications, providing expertise, leadership, and adherence at Oregon State, to Federal regulations such as FERPA. Support the Office of the Registrar’s position as a leader that embodies and promotes best practices in maintaining confidentiality integrity.
  • Work in collaboration and with direction from the Associate Provost and University Registrar and the Associate Registrar for Operations, providing leadership for the Records Team ensuring continuous support for the Office of the Registrar vision and mission, and the close coordination of work with all Office of the Registrar staff, and more broadly employees in Enrollment Management and across the OSU community.

15% TERM PROCESSING

  • Assist the Associate Registrar for Operations with system management responsibilities related to term set-up and end of term processing; initiate, monitor and conclude term set up and end of term processing activities.
  • Assist with the grading processes and the identification/collection of missing grades.
  • Serve as the back-up for enrollment data reporting to the National Student Clearinghouse for all OSU students, per Federal regulations.
  • Test Banner processes and reports including changes associated with system upgrades and new system functionalities.
  • Support the development and maintenance of important deadlines related to registration and grading in the Academic Calendar, Registration Handbook, and the Office of the Registrar website.

5% PROFESSIONAL DEVELOPMENT

  • Attend regular team and Office meetings. Actively participate in office discussions, workshops, and retreats. Participate in university or professional organization staff development activities or conferences.

5% OTHER DUTIES AS ASSIGNED

  • Assist with annual commencement related activities and ceremony, as required. Attendance and engagement with OSU-related committees and work groups. On occasion, assist other units within the Office of the Registrar with university programs and activities.