Woods Hole Oceanographic Institution (WHOI) is currently searching for a Registrar and Graduate Administrator to join the Academic Programs Office. This is a regular, full-time, exempt position, and is eligible for full benefits.
Reporting to the Associate Dean, the Registrar and Graduate Administrator acts as a central communication resource for academic and policy information related to the graduate MIT-WHOI Joint Program in Oceanography/Applied Ocean Science and Engineering; provides secure and accurate academic information; and ensures a responsive registration process. This individual is responsible for the maintenance and integrity of student data, student registration and records, class schedules, instructional space, and other related matters.
The Registrar and Graduate Administrator oversees the daily administrative operations of the graduate program, and other student appointments, including student record-keeping policies and procedures, and logistical coordination for the Institution's graduate education program, and supervises support staff. Responsibilities typically include development and implementation of office and Institution policy, administration of personnel policies and procedures, implementation of administrative systems, and significant input into formulation of office procedures generated by a demonstrated understanding of the office's function and role.
MIT-WHOI Joint Program
Serve as the primary Joint Program liaison with MIT graduate administrative counterparts, the MIT Registrars Office and MIT Medical. Provide daily administrative support for the programmatic and student needs of the graduate MIT-WHOI Joint Program and other graduate and undergraduate appointments (e.g., guest student appointments). Serve as an authoritative source for faculty and students concerning Institution academic policies and activities and respond to outside inquiries about those programs.
Schedule MIT-WHOI Joint Program classes including coordination of videoconferencing services in collaboration with the WHOI IS Department and the Joint Program videoconferencing assistant at MIT; prepare annual academic calendar for the Institution; prepare classrooms including purchase of equipment; coordinate collection and reporting of course evaluations and grades each term; oversee the preparation of the WHOI course catalog.
Review and approve student class registration each term for all WHOI-advised Joint Program students, and follow-up with students as necessary.
Enter health insurance payments for WHOI-paid Joint Program students to MITs financial services system.
Administer the Health Care Reimbursement program.
Administer the Student Computer Loan program in collaboration with WHOI Finance & Accounting.
Act as a liaison between WHOI and MIT to gather and provide necessary information as needed to ensure affiliate accounts for instructors and advisors are established and maintained.
Review and approve purchase requisitions, requests for payments, and travel expense vouchers for students, and others within the office as needed.
Act as Executive Director of the MIT-WHOI Joint Program Alumni Association; work closely with the President of the Alumni Association to oversee biennial elections, create agendas and arrange meetings; maintain alumni database and website. Coordinate special events for the graduate academic program, e.g., quinquennial commencement, alumni panels.
Academic Program Office Administration
Provide statistical reporting and data, through the use of networked databases for the graduate and undergraduate programs and alumni of the programs. Supervise the maintenance and updating of networked databases for those programs and statistical report/record keeping; i.e., current student status, and submission of statistical surveys to external agencies. Work with Graduate Admissions and Student Affairs Officer (GA&SAO) and Undergraduate Program Coordinator to ensure consistent format and integrity of data for current students and for each incoming class of graduates and undergraduates.
Develop annual faculty hour information and update data on a regular basis for real-time access by stakeholders such as Department Administrators and Education Coordinators and APO personnel (Associate Dean and Budget Manager).
Develop and maintain policies and procedures for record keeping and archiving of files for all students/alumni of the graduate and undergraduate education programs and, as Registrar, oversee daily implementation of those policies. Provide input into the design, development and upkeep of other Academic Program Office policies and procedures.
Hire, train, supervise and mentor support staff as needed. Act as back-up to support staff during absences.
Prepare and draft information for the Associate Dean to be included in Academic Program memos by reviewing scientific staff promotion and appointment files and researching their involvement with WHOI Academic Programs.
Manage logistics for visits, and generate data, and compile materials for external reviews including five-year MIT-WHOI Joint Program External Reviews and NECHE accreditation self-studies.
Record and distribute minutes of the Educational Assembly meetings.
Review and update course descriptions, class schedule, healthcare, and other materials (print and electronic) on the Academic Programs Office and MIT-WHOI JP websites.
Present on behalf of the Academic Programs Office at WHOI new employee orientation.
Verify employment dates of current students and alumni for federal agencies, banks and others.
Promote and contribute to the enhancement of a diverse, equitable and inclusive environment.
Perform other duties as may be assigned.
Education & Experience
Bachelor's degree with 5 or more years of office administrative experience in a higher education, research or similar organization or equivalent combination of education/experience.
Demonstrated interpersonal, written and organizational skills are essential, along with a proven ability to work independently and under pressure. Must have strong attention to detail. Computer literacy with administrative and financial management techniques essential. Proficiency with Microsoft Office products (Excel, Word).
Work experience in higher education, particularly in the student services arena (registrar, admissions, other), and financial management experience preferred. Proficiency with Microsoft Access Database and/or WordPress a plus. Supervisory experience.
Physical tasks include mostly sedentary and repetitive motion. Occupational requirements include working around others, and with others. Physicalduties are subject to change.
Internal Number: 2021-1444
About Woods Hole Oceanographic Institution
Woods Hole Oceanographic Institution (WHOI) is the world's leading, non-profit organization dedicated to ocean science and engineering, exploration and education. Come join a diverse organization whose curiosity, creativity, and commitment help improve the world's understanding of the ocean's importance to the plant and to society. Experience a culture of excellence, dedication, innovation and discovery.Please visit https://careers.whoi.edu for a listing of all of our openings and apply today!