Job description
Job Summary:
The Assistant Registrar is responsible for the ongoing management of institutional class schedule and catalog maintenance. Additionally, this position manages and provides content knowledge and training on processes for analyzing and assessing academic and non-collegiate records to ensure accurate evaluation of transfer credit. The Assistant Registrar acts as a liaison between the Office of the Registrar, academic departments and academic advisors regarding the development of semester class schedules, catalog updates, and evaluation of transfer work.
Essential Job Functions:
- Interpret federal, state, and institutional policies and professionally communicate these to faculty, students, and staff. Maintain a current understanding of academic policies, procedures, and processes related to student records. The Office of the Registrar is accountable for compliance with institutional and OSRHE policies.
- Manage and provides content knowledge and training on processes and procedures for transfer evaluation and transfer credit application following strict policies and data standard guidelines. Provides support and direction for Registrar Specialists in order to ensure timely updates to student records in collaboration with Admissions and Financial Aid Departments.
- Manage policies and procedures related to prior learning assessment such as credit by exam and advanced standing credit for industry recognized certifications and training.
- Maintain course articulation information in the student information system including course catalogs, grading scales and equivalency tables. Coordinate with Academic Affairs to ensure ongoing evaluation of transfer equivalency and prior learning assessment databases.
- Serves as the technical manager of section level catalog maintenance including annual catalog updates in response to changes in policy, procedure or curriculum changes. Assists with various Registrar Office technical processes such as updates to term controls, academic calendars, and registration functionality.
- Manages the creation and ongoing maintenance of semester class schedules in partnership with academic departments.
- Retain accurate student records and maintain student confidentiality by observing policies related to student privacy (FERPA).
- Provide frontline Registrar Services support and assist with end of term degree awarding activities as needed.
- Assists with ongoing review of student records and assists with data corrections as needed for internal and external reporting.
- Respond to student and departmental requests and complete position duties in a timely fashion to help promote student satisfaction and retention.
- Assist in campus wide retention and enrollment efforts as applicable to position.
- Participate in departmental documentation and process improvement efforts; exhibit an understanding to this positions role in the campus semester plans, standard operating procedures, key performance indicators, etc.
- Scan all incoming documents to the student electronic file. Maintain a document verification and destruction schedule in compliance with state historical record management policies.
- Serves as the immediate back-up for the Registrar.
- Completes all mandatory training and participates in meetings and professional development activities.
- Performs all duties as assigned.
The duties listed in this job description are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
Special Instructions to Applicants
Resume and cover letter are required for full consideration. Official transcripts will be required upon hire.
Education & Experience
Position Qualifications:
Minimum Qualifications:
Education:
Bachelor’s degree or equivalent of Associate degree with two or more years of work experience above the minimum qualifications.
Work Experience:
- Minimum of three years progressively responsible work experience.
- Experience working in a fast-paced and/or customer service rich environment.
Knowledge, Skills, and Abilities:
- Ability to manage multiple priorities under pressure.
- Must be adaptable to performing under moderate levels of stress, imposed by frequent deadlines, peak workloads and public/student contact.
- Ability to communicate diplomatically, clearly and effectively, both verbally and in writing to exchange information, give/receive instructions and respond to inquiries appropriately.
- Strong interpersonal skills and sensitivity to a multicultural environment in an effort to work and communicate effectively with all students, faculty, staff and community partners.
- High degree of initiative to work independently and also collaborate in a team environment.
- Demonstrated knowledge of office technologies including but not limited to: office computers, fax machines, scanners, internet, Microsoft Office (Word, Excel, Outlook).
- Accurate typing/data entry skills and demonstrated ability to work with attention to detail.
- Ability to work independently and also collaborate within a team environment.
- Exhibit problem solving skills beyond a set of instructions and adapt to changes when necessary.
- Ability to make appropriate recommendations based on logical and justifiable reasoning.
- Ability to use analytical and critical thinking skills to interpret written policies and procedures.
- Ability to perform basic math functions.
- Experience and confidence speaking in front of students/customers.
- Ability to work effectively in a diverse community and meet the needs of diverse student populations.
- Passion for assisting customers and representing the OSU-OKC and OSU brand with positivity and professionalism.
- Demonstrated history of ethical and professional behavior.
Preferred Qualifications:
- Previous work experience in a college Registrar’s Office or related field.
- Extensive experience related to records management, preferably through the utilization of databases and/or student/client information systems.
Working Conditions:
- Must be able to work flexible hours to include some nights and weekends.
- Work will be performed in an office environment with a significant amount of public contact, in person, by telephone, via email, and various communication platforms.
- Ability to work in a remote environment based on campus and departmental needs.
Physical Requirements:
- Duties require extended periods of sitting, talking, and listening.
- Duties require extensive use of computers, telephones, and other office equipment.
- Requires possible lifting of up to 25 lbs. (If an object weights more than 45 lbs., OSU-Oklahoma City requires this to be a two-person lift).
The work environment and physical demands described here are representative of those required by an employee to perform the essential functions of this job with or without reasonable accommodation.
Oklahoma State University (OSU) strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, OSU conducts pre-employment background checks on final candidates. Offers of employment are contingent upon the successful completion of a background check. The type of background check conducted varies by position and can include, but is not limited to, criminal (felony and misdemeanor) history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will be conducted when required by law or contract and when, in the discretion of the university, it is reasonable and prudent to do so.
Oklahoma State University, as an equal opportunity employer, complies with all applicable federal and state laws regarding non-discrimination and affirmative action. Oklahoma State University is committed to a policy of equal opportunity for all individuals and does not discriminate based on race, religion, age, sex, color, national origin, marital status, sexual orientation, gender identity/expression, disability, or veteran status with regard to employment, educational programs and activities, and/or admissions. For more information, visit eeo.okstate.edu.
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