Office of the University Registrar

University of Tennessee at Chattanooga

The Assistant Registrar assists the University Registrar in all activities related to commencement, degree certification, diplomas, and graduation including supervision of the graduation specialists and maintenance of graduation processes and timelines. The position serves as the graduation outreach coordinator for the Office of the University Registrar to inform students of graduation application process and timeline and is a key collaborator on enhancing processes by leveraging existing technology to achieve improved student outcomes. The Assistant Registrar oversees Academic Services operations and supervises the Academic Services Coordinator.

Duties and Responsibilities:

Campus and Constituent Interaction

Counsels, advises, coaches, and serves as an advocate for students in area of expertise within student services; performs student engagement and retention activities to help develop students to achieve desired outcomes; provides direction and guidance to student groups including collaboration with student success departments; give presentations to inform students of what to expect throughout the graduation process from application to post-graduation; participates in Advisors Council to share and learn information from other departments regarding degree requirements; designs, delivers, implements, and assesses presentations, programs, and events to include commencement ceremony preparation, ceremony program, student name cards, tassels, and marshal assignments; leads office campaigns regarding communication and information to students about graduation; ensures verification processes and transcript production are completed in timely manner; coordinates academic services with Mocs One Center; manages caseload of graduation candidates and maintains records of all the Graduate School candidates; and maintains the Graduation email account and helps manage registrar email account.

Supervision and Leadership

Supervises Graduation Specialists and Academic Services Coordinator including coaching, mentoring, and training; prepares all standard communications for graduation specialists to use; interprets and explains academic policies and procedures; responds to inquiries for information; makes referral to other University offices as necessary; ensures adherence to state, federal and University regulations and guidelines as appropriate; maintains security of all student records in accordance with FERPA; counsels academic services staff on academic, registration, and records problems; discusses problems with appropriate academic faculty or administrators; seeks solutions within the framework of established policies and regulations; and provides oversight of the input/update of student data, records maintenance, including major changes and e-transcripts.

Graduation Certification

Provides academic advice to students in matters related to goals, policies, choice of curriculum, course load, study habits, course scheduling, academic action, and problem resolution; maintains the graduation specialist process manual; creates annual graduation cycle timelines; oversees determination and verification of all final Latin Honors and University Honors for graduation; maintains the departmental honors spreadsheet, diploma address mail merge and updates all new addresses; maintains the commencement participation form; updates degrees awarded at the end of each term; counsels students and faculty with issues and problems related to completion of graduation requirements; manages the diploma ordering and distribution process (May, August, December); oversees diploma reordering; and includes NCAA Coordinator in all graduation processes, timelines, and communication.

Process Enhancement

Collaborates with Assistant Registrar to enhance MMD; analyzes data provided by MMD to gain efficiencies in graduation evaluation process and communications; identifies requirements frequently petitioned and communicates with campus partners; partners with Academic History staff to identify obstacles to student progress through credit evaluation; and consults with supervisor and collaborates with other university departments to solve new or complex problems and in crises.

The ideal candidate will possess the following:

• Knowledge of applicable state and federal laws.

• Knowledge of higher education policies and procedures as it relates to graduation requirements and academic services.

• Strong communication, presentation, customer service, and interpersonal skills

• Ability to communicate effectively with all groups of people.

• Strong organizational and technology/computing skills.

• Ability to work with details and work independently is essential.

• Must be able to quickly assimilate and apply new information as well as problem solve.

• Ability to build relationships as part of a team as well as partner across offices and divisions.

• Ability to mentor and motivate others.

• Ability to manage sensitive issues.
• Ability to think critically and make sound decisions.

• Ability to use relevant technology including student information system and degree audit.

Review of applications will begin September 7, 2023 and continue until the position is filled. Applications received by this date will receive priority consideration.

Minimum Qualifications: Bachelor's degree with at least 1 year of experience in higher education, preferably in a Registrar's Office; prior work experience in higher education may serve as a proxy for education with every two years of experience counting as a year of post-secondary education.

Preferred Qualifications: Master's degree with four years of experience in a Registrar's Office; experience with Banner Student Module as well as DegreeWorks; familiarity with the standard records-keeping procedures preferably AACRAO criteria, FERPA, and other legal issues relating to official academic records or academic history; and experience and proficiency in Microsoft Office applications and student information systems.

The University of Tennessee Chattanooga is an EEO/AA/Title VI/Title IX/Section 504/ADA/ADEA institution. All qualified applicants will receive equal consideration for employment and will not be discriminated against on the basis of race, color, national origin, religion, sex, pregnancy, marital status, sexual orientation, gender identity, age, physical or mental disability, or protected veteran status.