ASSOCIATE REGISTRAR |
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| As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills and dedication to build stronger minds and a healthier world. UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. The Office of the University Registrar, a unit within Enrollment Management, supports the Provost as well as the University of Washington community, and is located on the University of Washington Seattle campus. The Office of the University Registrar (OUR) is the steward of the University of Washington's academic history, maintaining the integrity of our records and documenting the excellence of our students. The commitment to service is demonstrated every day in a variety of registration activities that support and implement faculty policies affecting teaching and learning. The Office of the University Registrar serves all newly admitted, current, and former students attending the University of Washington at the undergraduate, graduate, professional, and post-baccalaureate levels. The Associate Registrar (AR) is responsible for leading team members to successfully, efficiently, and effectively support students throughout the University to cross the Husky finish line. The AR serves as a vital member of the Office of the University Registrar leadership team to enable the UW to meet its goals for providing a positive experience for students, alumni, University staff, and prospective students navigating the Office of the University Registrar processes, policies, and procedures. The AR provides leadership and supervision of essential services by leading, supervising, and managing the Registrar Student Services Coordinator, the Assistant Registrar for Credentials and Athletic Compliance, the Assistant Registrar for Registrar Student Services (who supervises the Records Specialist 2 team), and the Program Support Supervisor II (who supervises the Records Specialist 1 team and the Student Team). This position is responsible for delivering effective, timely, accurate, and responsive customer service to all University students through a wide variety of enrollment processes. The AR provides daily coordination and oversight to Registrar Student Services. The AR is responsible for maintaining written policies and procedures related to the Registrar Student Services’ teams, and for training all OUR members as appropriate on office procedures. The AR oversees office communications and web processes; including OUR web pages, forms, and workflows related to processes completed by Registrar Student Services. The AR tracks key performance indicators, collaborates, and analyzes feedback to improve business processes and service. The AR is responsible for hiring, training, coaching, and evaluation all direct reports in a high-paced, high work volume 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. As the primary decision maker for the Former Quarter Drop review process and requests for degree back dates this position will need to execute careful judgment and demonstrate solid referral skills. Job Responsibilities: Supervision. 40% Direct Reports: Assistant Registrar for Credentials and Athletic Compliance Assistant Registrar for Registrar Student Services Registrar Student Services Coordinator • Supervise Assistant Registrar Credentials and Athletic Compliance, ensuring NCAA regulations and policies regarding certification of University athletes is being followed; provide support and partnership in ensuring that the credentials and diploma ordering process is followed through in a timely manner at the end of each degree-granting cycle; completing coaching and evaluation as necessary. • Supervise Assistant Registrar for Registrar Student Services, who is responsible for all activities related to grade management, degree evaluation and degree awarding, and the Records Specialist 2 team, and supervises the Program Support Supervisor II who manages the Records Specialist 1 team, and the Student Team, responsible for front line services for the Office of the University Registrar. • Supervise Registrar Student Services Coordinator and ensures that the functions this position manages are deployed in an accurate and timely manner. • Manage workload assignments, ensure procedures are followed accurately, and that students are responded to professionally, efficiently, and effectively. • 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. Maintain effective working relationships with faculty, staff, and the community to actively support a team approach to accomplishing goals. 35% • Respond to staff-escalated student complaints, handle exception requests and processing, and referrals related to graduation, grading, honors, and low scholarship from advisers and students. • Respond to escalated issues from OUR team members, and university colleagues requesting exceptions for established procedures, respond to challenges, and provide resolution. • Support Registrar Student Services team members when responding to student, advisers, faculty, and University community member needs as it relates to issues related to degree awarding, grading, and Records Specialist 1 and II team member work responsibilities. Management of Workflows, Forms, Web pages, and Related Communication tools/processes. 20% • Maintain integrity of student records and comply with University policies, deadlines, and procedures related to student enrollment. • Responsible, with support from the Registrar Student Services Coordinator, for the creation, update, and management of the University Academic Calendar. • Review, update, enhance, and troubleshoot online workflows related to work responsibilities of the Records Specialist 1 and Record Specialist 2 teams including, but not limited to Current Quarter Drop, Former Quarter Drop, Grade Changes, and the Web Application for Graduation • Collaborate with University of Washington-Information Technology for issues related to workflows, forms, web pages, transcript production, Student Database, and related systems. • Coordinates communication deployment by University Marketing and Communication related to Registrar Student Services functions and notices. • Review degree backdate requests • Liaison to Parchment Digital Credentials Service for transcript production, problem resolution, auditing, and problem solving for full University • Liaison to the National Student Clearinghouse for Enrollment Verification and Degree Certification processes; manages error report and NSC related processes and responsibilities • Works with Academic and Student Affairs-Information Services team to monitor, edit, and manage all OUR web pages and workflows related to work responsibilities of the Records Specialist 1 and Record Specialist 2 teams Serve as a member of the Office of the University Registrar leadership team. 5% • Advise the University Registrar and Chief Officer of Enrollment Information Services on the continuing improvement of services to students and University officials Lead Responsibilities: Direct supervisor to Assistant Registrar for Credentials and Athletic Compliance, Assistant Registrar for Registrar Student Services, and Registrar Student Services Coordinator. Supervisory Responsibilities: Hire, train, supervise, and oversee Assistant Registrar for Credentials and Athletic Compliance, Assistant Registrar for Registrar Student Services, and Registrar Student Services Coordinator Customer Service • Provide efficient and friendly customer service to customers through email and/ or by Zoom; • Use effective communication skills in conjunction with administrative guidelines to solve work-related issues in order to maintain a smooth flow of communication and activities. Distinguishing Characteristics • Perform work using knowledge and experience specific to the Family Educational Rights and Privacy Act (FERPA) of 1974. Exercise independent judgment in interpreting and applying FERPA, when responding to student and University community questions, and ensure accuracy of information in all student education records. • Position requires that the individual be able to communicate clearly, accurately, and professionally over email, on the telephone, and in-person. • The duties of this position require the candidate to be able to organize and manage a large volume of work and requests and to pay high attention to detail; especially with accuracy pertaining to data entry, and ability to prioritize tasks in a high-paced environment. • The position requires the candidate to be self-motivated, task-oriented, and professional. • They must be able to meet the requirements of the position independently with minimal oversight from their supervisor and apply critical thinking skills when making decisions. Guidance and training is available and should be utilized if needed, but it is important for the person in this position to be proactive. Core Competencies • Strong organizational skills and attention to detail. • Effectively manages stressful situations and changing priorities. • Ability to anticipate, recognize and resolve issues. • Responsible and accountable. • Demonstrated personal integrity and trustworthiness. • Maintains a positive, optimistic, and success-oriented attitude. • Exercises professionalism, which includes being tactful and courteous. • Exhibits a professional work ethic. • Continuously promotes a safe work environment. Requirements include: Bachelor’s degree and four years’ work experience, preferably in a related field. At least two 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. |
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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. |
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