Assistant Registrar of Systems and Compliance (52545)

Job Summary/Description/Physical Demands

• Develops and implements systems to maintain student academic records; on-line degree audit reporting system; administers storage, security, accuracy, and preservation of academic credentials in accordance with University policy, accreditation standards, and privacy laws.
• Responsible for term control maintenance each semester in Banner.
• Managing the publication of the schedule of classes each term, working closely with colleges and departments across campus for accurate and timely publication.
• Overseeing the classroom and/or room scheduling process(es), as well as the creation and publication schedules.
• Serves as the primary lead for all changes to Degree Works software when program and/or institutional updates warrant changes.
• Manages and maintains all aspects of catalog updates in the institutional SIS.
• Provides direct supervision to the Business Analysis and their role and function within the Office of the Registrar and Academic Affairs. Specifically related to all special technology projects under the Student Module.
• Provides direct support to ensure VA compliance and enrollment reporting for veteran students and their dependents in accordance with the federal guidelines.
• Responsible for semester, monthly, annual, bi-annual or otherwise reporting and auditing to the VA.
• Serve as a VA School Certifying Official (SCO) in the coordination and maintenance of VA records as necessary.
• Meet regularly with the Financial Aid/Scholarship, Registrar, Admissions, Graduate Studies, Student Success Center and business Office as necessary to support veteran students in their academic needs.
• Oversee successful implementation of Veteran Education benefits for all eligible veteran and dependent students and each variation of programming consistent with serving this population.
• Maintain opportunities for a VA paid student employee per VA requirements and standards.
• Support the NMHU Center campuses and students in their use of any form of VA benefits to include travel when needed to various campuses for support.
• Coordinate and oversee all necessary agreements and systems related to VA benefits and their relation to the VA-NMHU relationship.
• Responsible for VA training compliance for continued program administration and progress.
• Provides leadership to staff members and in processes affecting organizational, and operational functions ensuring compliance with the University, state, and federal laws, policies, procedures, and regulations.
• Manages and develops reports for purposes of establishing production measures and ensures compliance with course offerings.
• Manages electronic filing system.
• Responsible for developing and delivering trainings for course/class and room scheduling systems and applications; documenting business processes and best practices to assist stakeholders, end users and staff.
• Maintaining a culture of professionalism and exceptional customer service.
• Responsible for cross-training with the Associate Registrar and other members of the team to ensure a cohesive and productive cross-training plan.
• Participates in development, implementation and maintenance of policies, objectives, short-and long-range planning; develops and implements projects and programs to assist in accomplishment of established goals.
• Represents the organization at various community and/or business meetings, committees, and task forces; promotes existing and new programs and/or policies.
• Develops and implement policies and procedures, and best business practices to ensure efficient and safe operations that improve and maintain customer service and communications with all University constituents.
• Assists with the academic calendar updates and implementation.
• Determines budget recommendations relative to assigned areas of responsibility.
• Provides quality customer service.
• Provides necessary recommendations to Registrar and Associate Registrar on projected technology implementations and upgrades that are required for continued system wide operations and improvements.
• Assists with overall Registrar Office functions as needed.
• Assists with graduation preparations as assigned.
• Performs other duties as assigned.

Minimum Qualifications

Bachelor's degree and 4-6 years of experience, or equivalent combination of education and experience, in higher education student services with an in-depth understanding of student records administration, scheduling and curriculum management. Demonstrated ability to develop documentation and deliver effective trainings. Experience scheduling classes and exams in a complex higher education institution. Knowledge of business processes and practices related to classroom scheduling in higher education. Experience in data analysis and report development. Ability to communicate requirements, problems, issues, and solutions to technical and non-technical users.

Preferred Qualifications

Master's Degree and at least 5 years working in higher education

Preferred Skills

• Knowledge of University operational practices, policies and procedures, and the ability to follow them.
• Knowledge of the proper operation of and the ability to use personal computers and job-related software, including but not limited to Microsoft Office Suite, Banner, Scribe, Sure Code, Transit, Ad Astra, Adobe Connect, and Zoom.
• Knowledge of budget preparation, monitoring, and administration.
• Knowledge of management practices and principles.
• Knowledge of community resources, referrals, and services.
• Skill in preparing complex research projects and reports.
• Skill in listening to issues, synthesizing information, and reaching sound conclusions.
• Skill in presenting ideas and concepts orally and in writing.
• Skill establishing and maintaining effective working relationships with other department staff, faculty, students, and the public.
• Ability to multi-task and organize, prioritize, and follow multiple projects and tasks through to completion with an attention to detail; work independently in meeting various time deadlines.
• Ability to demonstrate excellent written and oral communications skills and have the ability to work with diverse constituencies.
• Ability to communicate effectively, verbally and in writing, relate in a professional helpful manner in person and over the phone; relate to a diverse population and to maintain composure when faced with difficult situations.
• Ability to work independently, prioritize, and manage multiple projects with attention to detail.
• Ability to establish strong relationships and work as part of a team.
• Ability to conduct graduation processing and degree audit.
• Ability to develop analytical reports on systems for improved unit performance and continuous growth.
• Must be willing to work overtime, weekends, and evenings as required.

Supervisory Experience:

A minimum of two or more years of experience as a lead employee with responsibility for scheduling and assigning work, training new employees and assisting others with problems. Managerial experience in higher education records/registrar environment is preferred.

Reasoning Ability:

Successful candidates will have the experience and ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions and apply common sense understanding furnished in written, oral, diagram/chart or schedule form.

Computer Skills:

Successful candidates will demonstrate technical skill with student information systems/databases, including Banner and imaging software, and will possess experience managing multiple projects in a fast-paced environment.

Analytical Skills

Successful candidates will demonstrate and possess a high-level of analytical skills to develop reports for university leadership. Ability to interpret and create analytical reports. Skill in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures.