What are the responsibilities and job description for the Registrar position at AACRAO?
The Registrar at Florence-Darlington Technical College is responsible for the maintenance, accuracy, and security of all students’ academic records and reports to the Vice President of Student Services. This role oversees the registration process, ensures compliance with academic policies, and provides exceptional service to students, faculty, and staff. The Registrar plays a critical role in the planning and executing commencement and other academic ceremonies. The Registrar works collaboratively across academic and administrative departments to support the institution’s strategic goals of student success, retention, and enrollment management. Develops, implements, and maintains a student-centered focus on all processes in the department. Administers major aspects of the college’s academic standing, academic amnesty, and registration appeals processes. Administers, maintains, and authenticates the student information system. Responsible for strategic planning within registrars, budget development, management, hiring, staff development, performance evaluation, and outcomes assessment processes related to the Office of Records, Registration, and Veterans’ Affairs (RRVA). Serves as the college’s chief Family Educational Rights and Privacy Act officer (FERPA), developing and implementing campus confidentiality policies, procedures, staff development and training, and interpretation related to the release of student record information. Responsible for all technology implementations and enhancements related to student records and registration processes. Responsible for state and institutional official enrollment reports, enrollment statistics, and documents, including those submitted to the South Carolina Technical College Systems Office, National Student Clearinghouse, the U.S. Departments of Education, Veterans Affairs and Defense, and many other reporting and verification processes, as well as the creation, production, and security of official transcripts. Oversees the development of reports that enable enrollment services and the enrollment management team to investigate and assess critical enrollment issues, demographics, and initiatives, including developing enrollment projections.
Key Responsibilities
Academic Records Management:
To claim Veteran’s Preference, all eligible persons must select their veteran’s status on the application and submit a DD Form 214. Certificate of Release or Discharge from Active Duty upon request and prior to an interview. Persons claiming veteran status without accompanying documentation (DD Form 214) shall not receive preference. “Veteran” means a person who served in any branch of the United States Armed Forces on active duty, for reasons other than training, and was discharged under honorable conditions.
Job Traveling : 20% - 40%
Key Responsibilities
Academic Records Management:
- Lead and manage the entire student academic record lifecycle.
- Maintain accurate and secure student academic records.
- Ensure the integrity, confidentiality, compliance, and accuracy of student records, in with federal, state, and institutional policies, including FERPA regulations and other relevant regulations.
- Lead and manage the process of transcript requests, grade changes, and degree verification.
- Serves as a key member of the college’s enrollment management and early alert team.
- Collaborate with marketing and recruitment teams to provide timely and accurate data on course availability, registration timelines, and student academic progress to enhance enrollment strategies.
- Manage the registration process, including course scheduling, add/drop periods, and waitlists.
- Monitor enrollment trends and provide data analysis to inform decision-making.
- Manage the degree audit and graduation certification process, ensuring students’ eligibility for graduation and timely issuance of diplomas.
- Implement systems for degree tracking and work closely with academic advisors to ensure students are on track for timely program completion.
- Ensure compliance with institutional academic policies and procedures.
- Develop and update policies related to student records, registration, and graduation.
- Lead and manage the development of appropriate policies and procedures to ensure accurate and timely transfer student transcript evaluation and accurate data input of transcript information into the Colleague database for use by advisors
- Provide training and support to faculty and staff on academic policies.
- Advise senior leadership on policy changes and best practices that support student success and institutional effectiveness.
- Establish and maintain academic policies related to student records, grade changes, and course withdrawals.
- Provide excellent customer service to students, faculty, and staff.
- Address and resolve student inquiries and concerns regarding registration, records, and graduation.
- Conduct workshops and informational sessions on registration and academic policies.
- Coordinate the planning and execution of commencement and other academic ceremonies.
- Ensure accurate preparation of graduation lists and diplomas.
- Work with various departments to organize and execute ceremony logistics.
- Lead and manage the use and maintenance of Colleague, student information systems and related technologies.
- Collaborate with IT and other departments to enhance technological solutions for registration and records management.
- Stay current with trends and advancements in registrar-related technology
- Lead and manage student data collection and analysis and generate reports for internal stakeholders.
- Stay current with trends and advancements in registrar-related technology.
- Ability to navigate, analyze, and optimize Colleague’s functionalities to ensure data accuracy, facilitate reporting for compliance (including IPEDS and state requirements), and improve the overall student and faculty experience. Additionally, experience with Colleague’s reporting and analytics tools is crucial for generating insights, tracking key metrics, and supporting institutional goals related to enrollment and retention.
- Lead and supervise the Registrar’s Office staff, including hiring, training, and performance evaluation.
- Collaborate with academic departments, student services, and administration to support institutional goals.
- Develop and implement policies and procedures that enhance operational efficiency and support strategic enrollment goals.
- Represent the Registrar’s Office on various committees and task forces.
- Serve as the key liaison between the Registrar’s Office and academic departments, student services, financial aid, and other campus units.
- Communicate effectively with faculty, staff, and students regarding academic policies, deadlines, and procedures.
- Lead and manage professional development initiatives to enhance soft skills such as communication and team building for staff
- Participate in associations like AACRAO (American Association of Collegiate Registrars and Admissions Officers) for networking, workshops, and conferences
- Establish mentorship connections with more experienced registrars or higher education administrators for continuous learning
- Research and develop continuous process improvement initiatives and methodologies to streamline workflows, reduce errors, and enhance office efficiency.
To claim Veteran’s Preference, all eligible persons must select their veteran’s status on the application and submit a DD Form 214. Certificate of Release or Discharge from Active Duty upon request and prior to an interview. Persons claiming veteran status without accompanying documentation (DD Form 214) shall not receive preference. “Veteran” means a person who served in any branch of the United States Armed Forces on active duty, for reasons other than training, and was discharged under honorable conditions.
Job Traveling : 20% - 40%
