Assistant Registrar for Operations and Records - Bellarmine University
Location: Louisville, Kentucky
Internal Number: 136852
Location: Louisville, KY Category: Staff Positions Posted On: Wed Sep 15 2021 Job Description:
The Bellarmine University Registrar's office invites applications for an Assistant Registrar for Operations and Records. The primary responsibility of this position is to provide leadership, management, and support for the overall day-to-day operations of the Office of the Registrar, and for the oversight and accurate maintenance of student records. The Assistant Registrar ensures a service-oriented approach to support students, faculty, and staff in the planning, organizing, managing, and delivery of all activities related to the collection and reporting of student records in adherence to the Family Educational Rights and Privacy Act, related federal, state, and accreditation regulations, and Bellarmine University academic policies.
The Assistant Registrar for Operations and Records will have oversight of the daily operations of the Office of the Registrar, including management of frontline customer services.
Train and supervise a team of student employees to cover the front counter, phone, and mail services. This position is responsible for ensuring all frontline services are covered during open office hours and are delivered with a high degree of customer satisfaction.
Develop a knowledge base that includes the ability to process all ERP transactions related to registration and records (e.g., add/drop, overrides, declaration of major, address changes, photo submission approvals, etc.).
Complete all custom enrollment verifications and form letters.
Manage the transcript request process and produce/reconcile any transcript requests with the National Student Clearinghouse when needed.
Create and submit purchase orders and requisitions for all office staff (budget management), and facilities work orders.
Ensure office inventory and supplies are kept stocked (everything from diploma covers to Latin Honors medals, to paper and toner cartridges, etc.).
Serve as the Associate Registrar's primary backup with managing the Registrar's Office inbox to ensure all responses to student, staff and faculty inquiries are complete in a timely manner. This includes appropriate categorization of Registrar's Office emails to ensure proper assignment to Registrar staff.
Support the Associate Registrar with the input, development, and implementation of the academic course schedule each semester.
Support the Assistant Registrar with transfer credit evaluation and entry, including test scores, portfolios, etc., when needed.
Student Records: Ensure the data integrity of all student records. Oversee processes to ensure that student statuses are accurate and up to date.
Lead a collaboration with Admissions, Student Success Center, Graduate Program Directors, Institutional Research, Student Accounts, and Financial Aid to reconcile all student data of the incoming student population prior to each semester's census day.
Manage the faculty attendance reporting process and related issues leading to student administrative withdrawals.
Oversee the university withdrawal and hiatus processes. Using technology and current best practices, develop new procedures as needed.
Oversee registration of special student populations (e.g., non-degree, dual credit, accelerated program students, etc.).
Oversee registration of special courses (e.g., independent studies, contract courses, internships, etc.).
Support the graduate department chairs with the early-entry undergraduate to graduate populations; oversee their registration process; adjust students' records upon completion of the undergraduate degree.
Assist the Registrar with the degree application and posting process.
Manage the declaration/change of major and change of advisor processes for upper-level undergraduates and graduate students. Collaborate with the Student Success Center on first year and sophomore students' records when needed.
Oversee the digitization of historic microfilmed records (ongoing project).
Ensure documents of all current students are properly stored in OnBase (document imaging system). Oversee OnBase workflows and implement quality control checks for document indexing and keyword entries.
Represent the Registrar's Office on the university's duplicate ID committee and perform resolution of records as identified. Represent the office on other official university committees as needed.
Perform other work as directed by the University Registrar.
Minimum of 1 year of supervisory experience including ability to manage people, direct their work and provide evaluative information on performance
Minimum of 3 years of administrative experience in higher education setting
Effective interpersonal and communication skills
Ability to analyze existing procedures/practices and identify/implement ways to improve their efficiency and effectiveness
Ability to compose clear documentation
Ability to establish priorities and perform well under pressure
Ability to maintain a high level of accuracy
Ability to understand and analyze data; recognize anomalies, and interpret legal requirements
Willingness to learn new technology solutions
Ability to be on site for scheduled work hours, including occasional hours outside of the work week such as commencement day
Highly motivated, self-starter who is willing to contribute to helping the office attain an ongoing higher level of service.
Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment
Proficient with Microsoft Office products
Experience using Ellucian Colleague ERP, Hyland OnBase document imaging, EMS Scheduling, or similar technologies
Forms creation, workflow, and website maintenance skills
Familiarity with the services provided by the National Student Clearinghouse
Experience in a registrar, advising, financial aid, or admissions office
Bellarmine University is committed to core values of diversity, equity and inclusion and embraces diversity in our workforce among members of faculty, staff and administration. We remain committed to affirmative actions, policies, procedures and attitudes necessary to continue to build and retain a diverse and equitable workforce. We will demonstrate a fully realized and lived commitment to equity and inclusion, empowering all members of our increasingly diverse community and supporting them to achieve their full potential. As part of Bellarmine's commitment to diversity, equity and inclusion, we will seek to ensure that all aspects of employment, including recruitment, selection, job assignment, training, compensation, benefits, discipline, promotion, layoff and termination processes remain free of discrimination based upon race, color, national origin, religion, sex, age, creed, sexual orientation, gender identity/expression, genetic information, disability, veteran status, or any other legally protected class.
Bellarmine University is a dynamic, growing university with a strong liberal arts focus in the Catholic higher education tradition and a bold vision for the future. Bellarmine has undergraduate and graduate enrollment of nearly 4,000 students, and continues to add new academic programs while maintaining small class sizes and personal attention to students. Bellarmine is listed in the Princeton Review's Best 382 Colleges, is one of the top 15 Southern regional universities in U.S. News and World Report's 2018 college rankings, and is a top university in Forbes' list of America's best colleges. In a survey by The Princeton Review, students praised Bellarmine as a place that is "welcoming to every single person and makes an effort to include everyone." Bellarmine students, faculty and staff engage in more than 25,000 cumulative hours of service each year, in Louisville and around the nation and world. Bellarmine is located on a scenic 175-acre campus in the Highlands neighborhood of Louisville, KY, which Glassdoor recently recognized one of the nation's top 10 cities where pay goes the furthest, and National Geographic calls it a top 10 food city. ZipRecruiter calls Louisville a top 1...0 city for job seekers, thanks in part to its central location and low unemployment. Louisville is within a day's drive of two-thirds of the U.S. population. Bellarmine is an affirmative action and equal opportunity employer and encourages applicants with diverse backgrounds to apply. Bellarmine University is committed to core values of diversity, equity and inclusion and embraces diversity in our workforce among members of faculty, staff and administration. We remain committed to affirmative actions, policies, procedures and attitudes necessary to continue to build and retain a diverse and equitable workforce. We will demonstrate a fully realized and lived commitment to equity and inclusion, empowering all members of our increasingly diverse community and supporting them to achieve their full potential. As part of Bellarmine's commitment to diversity, equity and inclusion, we will seek to ensure that all aspects of employment, including recruitment, selection, job assignment, training, compensation, benefits, discipline, promotion, layoff and termination processes remain free of discrimination based upon race, color, national origin, religion, sex, age, creed, sexual orientation, gender identity/expression, genetic information, disability, veteran status, or any other legally protected class.