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Posted: 07-Feb-23
Location: Pittsburgh, Pennsylvania
Salary: Commensurate with experience
Employment Type:
Organization Type:
Required Education:
Internal Number: 10772
The Assistant Registrar for Records Management is responsible for the maintenance of student information for all Duquesne University students (excluding Law). The Assistant Registrar maintains student schedule changes and records updates, and ensures the fulfillment of transcript orders. This work includes evaluating and interpreting policies related to academic records such as registration, grade changes, advanced standing, withdrawals, leaves, probation, suspension, dismissal, and graduation, and ensuring records are accurate and complete. The Assistant Registrar is also responsible for reviewing students' academic work for degree compliance and determining if students have fulfilled University degree requirements in order to graduate.
The incumbent must interpret and adhere to the University’s academic policies and procedures, requirements for graduation, and regulations related to registration, etc., The position requires managing confidential and sensitive student information, and the incumbent must adhere to strict confidentiality measures including compliance with the Family Educational Rights and Privacy Act (FERPA). The incumbent must work directly with students and campus offices to address questions, concerns, or issues regarding student and academic records, policies, and procedures.
The Assistant Registrar for Records Management reports to the Associate Registrar for Academic Records.
As a condition of employment, Duquesne University requires all new employees —full-time and part-time, including adjunct faculty—to get a COVID-19 vaccine and provide proof of their vaccination upon commencement of employment.
New employees requesting a religious or documented medical exemption from the vaccine must complete and submit a Duquesne University exemption request form for review and approval. To receive the appropriate exemption request form, contact hrservices@duq.edu. Employees with approved exemptions will be required to be tested on a regular basis.
DUTIES AND RESPONSIBILITIES:
Maintains student record information utilizing the Banner Student System. This includes evaluating and interpreting policies related to academic records such as registration, grade changes, advanced standing, withdrawals, leaves, probation, suspension, dismissal, and graduation, and ensuring records are accurate and complete. Ensures that the student records transactions are conducted in an efficient, accurate, and compliant manner.
Assists in the preparation of Graduation Reports for all degree candidates three times annually. Collects and analyzes data to track and monitor degree status and student progress. Appropriately interprets and applies University policies in the evaluation process. Ensures that all University policies have been met and that the student academic record is factually correct and accurate. Assists with the coordination and preparation of the Commencement Program and activities associated with degree clearance and graduation.
Assists students and student success coaches/academic advisors with resolutions to questions regarding student records, transcripts, grades, and graduation. Communicates with students and University staff members regarding student records. Works collaboratively with schools, students, and faculty to communicate policies and procedures.
Observes and evaluates operations, activities, and procedures. Acts as a knowledgeable source of information regarding student records, registration and graduation policies, procedures, rules, and regulation that impact student outcomes. Provides input to Associate Registrars and University Registrar to propose and advance processes, systems, and reporting to enhance the student experience and office services.
Works with appropriate parties when needed including but not limited to Financial Aid, Student Accounts, Academic Departments, Legal Affairs, International Programs, and Office of Admissions to research and resolve issues and problems. Follows through with schools, departments, and students to ensure that resolutions are correctly identified and communicated accordingly.
Provides service excellence through courteous, informed, accessible, and professional engagement.
Assists with related work and special projects as assigned.
Completes other duties as assigned.
Minimum qualifications:
Bachelor’s degree in a related field from an accredited institution.
1-3 years relevant work experience in a higher education setting, preferably a Registrar’s Office.
Preferred qualifications:
Technical experience and experience with student information systems are highly preferred.
Alternately, the successful candidate may possess any equivalent combination of experience and training, which provides the knowledge, skills and abilities required to perform the essential job functions. This includes, but is not limited to, the following:
Candidates must possess strong analytical skills and the ability to interpret and apply academic policies in the evaluation of students' records.
The incumbent must communicate effectively with University personnel, students, faculty, staff, parents, alumni and possess the ability to handle complex and sometimes difficult communications with tact and sound judgment.
Ability to create and maintain complex records and files.
Knowledge of PCs and software, preferably Microsoft Office, including Word, Excel, Access; proficiency with email and internet use.
Strong presence of investigative, problem-solving, and critical-thinking skills.
Effective organizational, interpersonal, written, and verbal communication skills.
A strong customer service orientation.
Ability to work independently and without supervision on responsible and confidential assignments.
Ability to use sound judgment in decision-making; ability to evaluate complex issues, determine appropriate courses of action, and propose solutions.
Ability to analyze data.
Ability to collaboratively work with committees and teams to reach consensus.
Ability to promote and adapt to change.
Commitment to the University’s values of diversity, equity and inclusion, and recognition of the importance of treating each individual with dignity and respect consistent with the University’s Mission. Demonstrated experience with, and understanding of, the broad diversity of the University community (students, faculty, staff and others).
Ability to establish and maintain effective working relationships with the University Community.
Ability and willingness to contribute actively to the mission of the University and to respect the Spiritan Catholic identity of Duquesne University. The mission is implemented through a commitment to academic excellence, a spirit of service, moral and spiritual values, sensitivity to world concerns, and an ecumenical campus community.