General Statement of Job

The Assistant Registrar is responsible for multiple critical functions including overseeing the programming and maintenance of Degree Works audit tool, federal regulation reporting, and front office operations. This person has supervisory responsibilities and acts as the Registrar in the absence of the Registrar.

Specific Duties and Responsibilities

Essential Duties:

Serves as the Degree Works and Student Educational Planner (SEP) manager with oversight for degree audit and SEP programming, maintenance, upgrades installation, troubleshooting, in collaboration with the IT department. Ensures degree audits accurately reflect major requirements published in the catalog.

Serves as the supervisor for the front office staff and oversees front office operations. Current front office staff are the Records & Administrative Assistant, Student Records & Processing Assistant, and the Transcript Evaluator & Administrative Support positions.

Collaborates with the Registrar on major departmental decisions including the budget, hiring, onboarding, training, evaluation, supervision, and discipline.

Ensures accurate submission of federal required reports such as Enrollment, Graduate Only, and Gainful Employment reports, in addition to DegreeVerify reports using the National Student Clearing House.

Leads the departmental training for faculty, staff, and students. Training includes Advisor training, UE 100 presentations, and FERPA training for students who work with student educational records. Creates, maintains, and publishes department relevant user guides.

Oversee the student Enrollment Confirmation procedures.

Assists with organizing commencement ceremonies with specific responsibilities for organizing volunteers for the ceremonies, assist with commencement program booklet, and oversee Grad. Expo. Attend and assist with Academic Achievement award ceremonies.

Leads the department’s duties associated with Athletic Academic Eligibility Certification and Progress toward Degree (PTD) processes.

Retrieves and sends out academic probation, academic suspension, and “Did not graduate” notifications.

Promptly responds to requests for information under the Solomon Act, Missouri Sunshine Law open records requests, and other educational records requests such as disseminating MOSO CAPS student’s midterm and final grades to their high schools.

Collaborates with the Registrar in establishing and facilitating departmental on-going assessments and strategic planning goals. Leads the department’s Cocurricular assessment (CCA) efforts.

Assists with processing academic petitions, graduation checklists, degree conferrals, and transfer articulations as needed.

Identify and recommend areas of growth and improved opportunities, reduce inefficiencies and practices that negatively impact student success and retention.

Facilitates the implementation of industry best practices in securing and maintaining the confidentiality of student records.

Serves as backup to the Registrar for Banner End-of-Term processing, registration setup, curriculum maintenance, and other duties or functions.

Participates in student development, institutional retention, and graduation efforts through individual effort and collaborations with other academic and student support offices.

Stay abreast of changing institutional information including admission requirements, new programs, and other policies and procedures.

Maintain competency and professional currency through self-directed professional reading, professional association memberships, attendance at conferences, workshops, institutional, and departmental professional development programs.

Serves on institutional committees as a representative of the department or as requested by other departments to meet institutional needs.

The scope of the job may require some evening and weekend work.

Contributes to the overall success of the departmental and institutional mission, by performing other duties and responsibilities as assigned.

Education, Experience, and Licenses

Required:

Bachelor's degree from an accredited four-year institution required; Master’s preferred (or equivalent combination of education, training, and experience from which comparable skills can be acquired).

Minimum of three years of full-time experience in higher education with demonstrated progressive increase in responsibilities in diverse areas.

Demonstrated experience in using technology applications related to academic and/or admissions records including SIS and degree audit tools.

Demonstrated experience with teaching, training or presentations before groups of people.

Experienced user of Microsoft Office applications such as, Word, Teams, Word, PowerPoint, and Excel.

Must have a valid Driver's License and the ability to meet the University's insurance requirements for driving university vehicles.

Preferred:

Experience with Ellucian Banner or other Higher Education Student Information Systems, Degree Works, National Student Clearing House reporting, or other external regulated reporting.

Minimum of one year of supervisory experience.

Knowledge of or familiarity with NCAA, Division II academic eligibility rules and regulations.

Familiarity with federal and state rules and regulations regarding Higher Education processes.

Knowledge, Skills, and Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Detail-oriented with excellent interpersonal, verbal, and written communication skills.
• Strong organizational and management skills, with a strong sense of self-efficacy.
• Ability to lead, delegate, supervise, give, and receive feedback or criticism, address performance issues, and issue disciplinary measures when appropriate.
• Ability and willingness to calmly and effectively address sensitive inquiries, distressing situations, demanding complaints, and defuse tense situations.
• Ability to collaborate effectively with other leaders and administrators.
• Ability to work in a positive team-oriented manner with a variety of people (students, faculty, administrators, staff, vendors and members of the public).
• Ability to maintain high ethical standards, adhere to FERPA standards, and maintain appropriate confidentiality with work-related and personnel information, and decisions.
• Ability to self-regulate under stressful situations and effectively manage intrapersonal and interpersonal interactions and emotions.
• Ability to confidently train and present effectively complex topics to small or large groups of students, faculty, staff, and the public.
• Ability to work in a fast-paced environment while being patient, thorough and accurate with information.
• Ability to gather, synthesize, analyze, interpret, and report on complex topics.
• Ability to skillfully adapt to ever-changing departmental and institutional changes in policies, procedure, rules, and regulations.
• Ability to use logic, critical-thinking, rationality, objectivity, common sense, to solve complex problems, champion change, and make well-informed and tough decisions.
• Ability to be objective, fair, and consistent in applying rules, regulations, and exceptions.
• Ability to apply advanced mathematical concepts in various situations, and deal with abstract and concrete variables.

Physical Demands/Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear (including the use of a telephone); conduct meetings for coursework and other activities both in-person and on-line; and conduct classes in a traditional classroom setting. The employee frequently is required to stand and walk. The employee is occasionally required to sit; use hands to finger, handle, or feel (including the use of a computer keyboard); reach with hands and arms; and climb or balance. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

The noise level in the work environment is usually moderate.

NOTICE: The above job profile does not include all essential and non-essential duties of this job. All employees with disabilities are encouraged to contact Human Resources to review and discuss the essential and non-essential functions of the job. An employee with a disability can evaluate the job in greater detail to determine if they can safely perform the essential functions of this job with or without reasonable accommodation.