Title: Assistant Registrar
Position Number: 0078828
Hiring Unit: Office of the Registrar
Location: Manoa
Date Posted: 4/25/2024
Closing Date: 5/25/2024
Band: B
Salary : salary schedules and placement information
Additional Salary Information: PBB, minimum $5000/month
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Permanent

 Duties and Responsibilities 

         *Serves as an Assistant Registrar for Academic Records responsible for ensuring the integrity, accuracy, and maintenance of all student academic records in the Office of the Registrar.

Leadership

         *Provide leadership and direction for the day-to-day operations of the academic records area, encompassing enrollment & degree verifications and reporting, curriculum changes, end-of-term processing, grading, and student record updates.

         *Supervise, develop, and cultivate a professional academic record team in delivering exceptional academic record services; fostering a culture of learning and development.

         *Offer insights and recommendations for leveraging technologies in support of enhanced services.

         *Provide situational updates, as well as project updates, to the University Registrar and Office of the Registrar leadership team.

         *Actively engage in university or professional development activities.

Academic Records

         *Oversee the maintenance, accuracy, and integrity of student academic records, ensuring compliance with relevant regulations and policies.

         *Manage the production of academic transcripts and provide functional support for the transcript ordering system and processes.

         *Coordinate end-of-term activities, including updates to academic standing, student enrollment statuses, and dean's list.

         *Interpret and apply rules, regulations, policies, and procedures governing the maintenance and retention of academic records.

         *Ensure accuracy of information provided to students to faculty, staff, students, and third parties.

         *Process apostilles, subpoenas, investigator, and other verification requests.

         *Manage the retention and scanning of academic records using the document imaging system and Dropbox.

         *Maintain statistical reports and data related to enrollment, degree verifications, change of curriculum, and transcripts requests.

         *Identify opportunities for process improvements and innovation in academic records management; collaborates with the University Registrar to develop, recommend, and implement policy and procedural changes affecting academic records.

Enrollment & Degree Reporting

         *Serve as the functional lead for National Student Clearinghouse reporting, including troubleshooting and resolving errors in enrollment and degree reporting to ensure timely and accurate submissions.

         *Coordinate with relevant offices to resolve issues related to enrollment and degree reporting, ensuring compliance with federal regulations.

         *Establish best practices for enrollment reporting to maintain consistency and mitigate audit risks.

         *Manage the university's enrollment and degree reporting schedule to comply with US Department of Education requirements.

Other Duties as assigned.

*Denotes essential duties

Minimum Qualifications 

1.      Possession of a baccalaureate degree in art, science, business administration, education, social sciences, or related field and 3 year(s) of progressively responsible professional experience with responsibilities in a registrar's office or related functions within a higher education setting; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.

2.      Considerable working knowledge of principles, practices, and techniques in the area of a registrar's office typical of an institution of higher education as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.

3.      Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with curriculum management typical of an institution of higher education.

4.      Demonstrated ability to resolve wide ranging complex problems through the use of creative reasoning and logic to accurately determine the cause of the problems and the resolution of the problems in an effective, innovative and timely manner.

5.      Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.

6.      Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members and individuals.

7.      Demonstrated ability to operate a personal computer and apply word processing software.

8.      If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.

9.      Ability to work independently and to maintain good relationships with colleagues.

10.    Demonstrated experience and proficiency in Ellucian Banner or other enterprise student information systems.

11.    Demonstrated leadership ability and commitment to fostering a collaborative and inclusive work environment.

12.    Knowledge of relevant policies, regulations, and best practices in higher education administration.

13.    Commitment to continuous improvement, innovation, and excellence in enrollment management, registrar, or similar operations.

Desirable Qualifications 

1.      Master's degree in higher education administration or related field.

2.      Strong understanding of AACRAO core competencies and their application in registrar operations.

To Apply:
Click on the "Apply" button on the top right corner of the screen to complete an application and attach required documents. Applicant must submit the following:
Submit resume, cover letter indicating how you satisfy the minimum and desirable qualifications, names of 3 professional references, and official transcripts. Must submit an official undergraduate college transcript with verification of degree awarded. Unofficial web-based transcripts or other course and grade reports (e.g. STAR report for UHM) will not be accepted. Copies of official educational transcripts will be accepted but an original transcript must be submitted if selected prior to hiring. Confidential information must be redacted (i.e. social security number, date of birth, etc.). Note: If you have not applied for a position before using NeoGov, you will need to create an account.

Inquiries: Stephanie Kailiawa; stephk@hawaii.edu

EEO/AA, Clery Act, ADA 

The University of Hawai'i is an Equal Opportunity/Affirmative Action Institution and is committed to a policy of nondiscrimination on the basis of race, sex, gender identity and expression, age, religion, color, national origin, ancestry, citizenship, disability, genetic information, marital status, breastfeeding, income assignment for child support, arrest and court record (except as permissible under State law), sexual orientation, domestic or sexual violence victim status, national guard absence, or status as a covered veteran.  For more information or inquiries regarding these policies, please refer to the following link: http://www.hawaii.edu/offices/eeo/eeo-coordinators/. 

Employment is contingent on satisfying employment eligibility verification requirements of the Immigration Reform and Control Act of 1986; reference checks of previous employers; and for certain positions, criminal history record checks.

In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, annual campus crime statistics for the University of Hawai'i may be viewed at: https://www.hawaii.edu/titleix/help/campus-security/, or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office. 

In accordance with Article 10 of the unit 08 collective bargaining agreement, bargaining unit members receive priority consideration for APT job vacancies. As a result, external or non BU 08 applicants may not be considered for some APT vacancies. BU 08 members with re-employment rights or priority status are responsible for informing the hiring unit of their status.

Accommodation Request:  The University of Hawai'i complies with the provisions of the Americans with Disabilities Act (ADA).  Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the EEO coordinator directly.   Determination on requests for reasonable accommodation will be made on a case-by-case basis.  For further information, please refer to the following link: https://www.hawaii.edu/offices/eeo/accommodation-request/