Assistant Registrar

Full/Part Time: Full Time

Employment Condition: Probationary

Job Description:

Responsibilities:
1.Graduation Application Review & Communication. Maintain up-to-date working knowledge of the Minnesota State Integrated Statewide Record System (ISRS) graduation database modules, (i.e., Grad App Tracking, Student Degree, and Degree Posting modules). Perform student graduation pre-checks including provisional honors, departmental major and minor requirements, college requirements, Minnesota State and WSU degree requirements, and all prior or current General Education Program requirements. Perform student graduation degree audits and final checks to certify that the student has successfully completed all graduation requirements to ensure integrity of the institution. Officially certify and posts students' degrees (including majors and minors), and certificates to the Minnesota State ISRS student record system. Communicate with students and their advisor(s) when the student does not meet the graduation pre-checks or when the student does not complete their graduation requirements. Assist the Academic Affairs office, college deans, academic departments, and advisors to resolve graduation issues for students.

2.Degree Audit Reporting System (uAchieve) Administrator. Serve as University expert responsible for knowing and encoding all Minnesota State and University degree requirements and associated academic policy into uAchieve. This includes degree audit encoding and creation/maintenance of the graduation planner. Ensure student and University adherence to federal and state transfer regulations, Minnesota State Board Policy, University Regulations, and University Academic Policy. Communicate directly with the Minnesota State Program Office, the WSU Academic Affairs & Curriculum Committee, General Education Program Sub-Committee, College Deans, Academic Chairs, faculty, advisors and others regarding rules, requirements and policies and their accuracy in the uAchieve data base. Perform extensive testing of each degree/program audit and other components of uAchieve to ensure accuracy. Train students, counselors, advisors, and other support staff on how to request and read a degree audit and the graduation planner. Stay up to date in the development and enhancement of uAchieve and transfer methods, regulations, and policies by attending uAchieve conferences and Minnesota State webinars. Work with IPAR and other academic departments to coordinate and produce reports associated with uAchieve data.

3.Encoding and Managing uAchieve Graduation Planner and Major Mapping. Serve as the university expert responsible for knowing and encoding all uAchieve Graduation Plans by leveraging existing degree audit data. Will work closely with academic departments, and academic advisors to prepare program roadmaps/major mapping. Ensure consistency among primary communication sources regarding program availability and degree requirements (i.e. uAchieve, online catalog, major maps). Responsible for implementing and maintaining major maps and programming degree mapping tool. Communicate with students, faculty, and staff to support the interactive experience for those who use the product online. Help define the term-by-term academic plans and assist the university in providing aggregate data needed to determine course demand analysis and scheduling.

4.Update Student Record. Evaluate course exceptions to ensure exceptions comply with university policy and Minnesota State policy. Process course substitutions and exceptions in student record in uAchieve. Update student record with transfer coursework and evaluate record for repeats. Review transfer GPA between uAchieve and student record and resolve any issues if discrepancy. Communicate with advisors, department chairs, and college deans to discuss possible solutions to issues in student record. Participate on the Crisis Response Team and serve a campus-wide confidential advocate.

5.Commencement Planning. Assist in preparation of student lists for commencement and in determination of split of colleges for ceremonies. Prepare communications regarding commencement ceremony and Grad Finale. Oversee commencement planning with administrative assistant and student staff. Respond to student and parent inquiries regarding commencement participation.

6.Perform other duties as assigned to ensure the smooth functioning of the department and maintain the reputation of Winona State University. Including but not limited to participating on committees and work groups and participating in professional development opportunities.

Required Qualifications:

Minimum Qualifications: