Indiana University East, a regional campus of Indiana University, offers residents of eastern Indiana, western Ohio, and beyond a broad range of bachelor's degrees and select master's degrees and certificates through its traditional main campus in Richmond, off-campus sites, and online program options. IU East values a diversity of backgrounds, experiences, and intellectual perspectives among its faculty, staff, and students and in its contributions to the cultural and economic development of the communities it serves.
Indiana University East is accepting applications for a Registrar Assistant (Degree Audit Specialist). The Registrar Assistant (Degree Audit Specialist) will perform the duties of a business analyst regarding the initial coding, maintenance and modification of the Academic Advising Report (a.k.a., degree audit) in the IU Student Information System (SIS) by acquiring and documenting unique information about academic program plans, grade requirements, course equivalencies, and degree requirements and by guiding the implementation, modifications, and upgrades to this environment for the East campus. Document complex processes and contribute to the delivery of training and orientation to functional representatives in the departments, schools, and academic units in support of the Academic Advising Report (AAR) - Degree Audit. Incumbent is expected to handle multiple responsibilities, solve problems and ensure that systems and processes meet service expectations and strategic goals for records and registrations.
The Registrar Assistant (Degree Audit Specialist) will have the primary role of ensuring the accuracy of all degree audits across campus. Provides high-level support to academic units and the Registrar's Office to facilitate student degree progress. Develops and maintains degree requirement tables within the student information system (SIS) in order that students and advisors can retrieve/receive accurate information on curriculum completion. Responsible for degree audit activities including coding, maintenance, and interpretation of data specific to this system. Trains campus community on interpretation and utilization of the degree audit system. The incumbent is expected to use initiative and independent judgment in ensuring the continued accuracy of academic advisement reports (AAR's) and degree maps as institutional, program, and general education requirements change (resolving exceptions, course substitutions, and other accommodations which can directly improve the effectiveness and relevance of the maps). In the absence of the Registrar, the incumbent may assume a broader scope of responsibilities for the day-to-day operations and decisions regarding general office commitments, data collection, analysis, and reporting.
Duties and Responsibilities:
As the campus specialist and manager of the degree audit process, contribute to leadership and deliberations concerning the infrastructure, tables, coding, and practices relative to the academic record environment within IU SIS. Contribute to analysis and discussion that impact academic plans and polices that affect partner departments on the campus, i.e., academic advisors, degree auditors, and academic officers. Provide technical support for the maintenance of the SIS degree audit module, including entering degree requirements, verifying degree requirement definitions with School Deans, Department Chairs, Degree Auditors and Academic Advisors, processing and reviewing test runs, monitoring ongoing changes to academic program requirements and updating as required.
Research, code, and update degree program requirements (e.g., majors, minors, general education requirements) based on information obtained from researching the campus catalog and consulting with academic schools/departments. Actively contribute to the ongoing development and refinement of the academic record and auditing environment by engaging with Deans, School Auditors, Advisors, and other departmental staff to develop a clear understanding of curricular requirements, as they relate to AAR coding.
Coordinate with the Office of Academic Affairs and Associate Vice Chancellor on curricular changes approved via Faculty Senate.
Prioritize implementation and maintenance of academic advisement reports (AARs) to best meet school, departmental, and/or campus needs. Communicate completed AAR changes to all affected areas.
Record exceptions and/or train other departmental staff in process and resolving complicated "degree exceptions".
Educate users on AAR capabilities and reports. Provide training to end-users.
Provide guidance to school Deans and staff regarding "structure and look" of finished reports.
Create and maintain documentation and standard operating procedures.
Modify and test academic advisement reports (AARs) through use of programming logic, use of SIS program fields, and SIS processing phases.
Coordinate with the Office of Completion and Student Success advisor training and outreach to students regarding the suite of digital advising tools available to them.
Facilitate preparation for graduation/commencement by processing graduation application lists from school degree auditors. Maintain master list of applicants/graduates, based upon the academic rulings and policy decisions of the schools, affecting graduation. Update program/plan stacks in the IU student information system (SIS) for graduation applicants and graduates, posting degrees and certificates to affected students' academic records in accordance with established policies and procedures. Run end-of-semester reports to verify graduating students' grade point averages and earned credit requirements. Work independently with school Deans and/or school auditors to resolve degree completion issues. Order and distribute diplomas based upon final lists of graduates from school Deans.
Assist in the management of communications and responses to emails, phone calls, and walk-ins from students pertaining to: general information regarding student degree and certificate programs, inter-campus transfers, readmission, grade changes, repeat policy, enrollment and degree verifications, as well as updates to student bio demo information such as names and addresses. Use independent judgment to authenticate requests received from students, as well as alumni, for the production and dissemination of official Indiana University transcripts from IU East to foreign and domestic destinations. Utilize the University's student information system, in tandem with a corporate vendor, to produce transcripts for electronic and/or paper distribution. Investigate/remove holds that prevent the printing of transcripts and validate "frozen/inactive" education records when necessary. Perform other related duties incidental to the work described herein.
Bachelor's degree in business, public policy, or a related field.
Combinations of education and related experience may be considered.
Proficient communication skills. Maintains a high degree of professionalism. Demonstrated time management and priority setting skills. Demonstrates a high commitment to quality. Possesses flexibility to work in a fast paced, dynamic environment. Seeks to acquire knowledge in area of specialty. Excellent organizational skills. Demonstrates excellent judgment, tact, and diplomacy. Commitment to working with people of diverse backgrounds. Highly developed customer relations skills. Ability to interpret federal, state, and institutional rules and regulations and required procedures associated with compliance.
Experience in student services, higher education, business, or a related field. Experience working with complex data and/or records services in a team environment.
Applications and resumes will be accepted until May 10, 2021.
Due to the COVID-19 pandemic, there may be differences in the working conditions as advertised in our standard job postings (e.g., the ability to travel from one campus to another, etc.). If you are invited for an interview, please discuss your questions or concerns regarding the working conditions at that time.
This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.
If you wish to include a cover letter, you may include it with your resume when uploading attachments.
Equal Employment Opportunity
Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment without regard to age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University's Notice of Non-Discrimination here which includes contact information .
Campus Safety and Security
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About Indiana University Purdue University Indianpolis - IUPUI
Founded in 1820, Indiana University is the state’s public university system, comprised of two core campuses—IU-Bloomington and IUPUI—and six regional campuses located throughout the state. Combined, the total student population is more than 114,000 undergraduate, graduate and professional school students. IU is one of the largest employers in the state, with over 20,000 faculty and staff. Indiana University is an equal employment and affirmative action employer and a provider of ADA services. Diversity and inclusion remains a core commitment to IU’s mission to cultivate an educational environment that supports equal access, participation and representation on all of its campuses and that provides educational and career opportunities for all.