What are the responsibilities and job description for the Registrar position at Bay Atlantic University?
Position Title: Registrar
Department: Academic Office Reports To: Chief Academic Officer
Primary Location: Washington, DC FLSA Classification: Non-Exempt
Parameters: Full-time; 12 months/year Pay Range: $45,000 - $48,000
Position Summary: The registrar assists students, faculty, staff, and alumni with a variety of academic services in managing academic policies and procedures, maintaining student records, student registration, transcripts, enrollment verifications, course scheduling, commencement services, conducts degree audits, provides assessment and reporting, and ensures institutional compliance.
Essential Functions: As defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills, and other characteristics. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents of this class.
Duties and Responsibilities:
1. Direct and coordinate university registration activities: Consult with other administrators to devise registration schedules and procedures.
2. Execute SAP policy: At the four evaluation points for each student, ensure that the student is making SAP according to their CGPA and their completion rate. If the student is not, issue academic probation or dismissal letter as appropriate. Communicate with student’s advisor to ensure awareness.
3. Collect student application materials, including academic records, ID, and evaluations. Collect enrollment agreements and tuition payment plans. Oversees transcript evaluations for all entering students.
4. Lead and oversee all activities pertaining to student status changes, maintenance of student academic records, attendance, degree audits, degrees awarded, security, maintenance of student records and data integrity. On an ongoing basis, collect Leave of Absence, Withdraw, Probation, Dismissal, and any other official letters as necessary.
5. Monitor grades and attendance on OIS: Monitor/record grades on OIS; follow up on Incomplete (I) grades according to the proper timeline; ensure that F-1 students are continually enrolled in 3 courses (full-time course load) every regular semester, and that they are attending classes. If students don’t attend classes, or if they fail a class due to a lack of attendance, notify the DSO as soon as the add/drop period is over. Report attendance on weekly basis to the CAO, Chairs and DSO. Provide graduation report to CAO and DSO at the end of each regular semester and other students’ reports as requested. Enter final grades as requested.
6. Graduation applications and evaluations: Collect graduation applications; provide the CAO with transcripts of students who have applied to graduate for degree review; collect mandatory employment/continuing education forms; record employment/continuing education information for the PVP/CAR.
7. Support the graduation process to include elements of the rehearsal and ceremony, diploma production and distribution.
8. CAR/PVP/Placement and Retention Rates: Document placement rates based on employment/continuing education forms; document retention rate, fill out ACICS PVP/CAR templates (Excel sheets) and submit templates to Office of Institutional Research for submission. You are required to work with both the CAO and the Chairs to complete this quarterly task.
9. Prepare the academic schedule classrooms by making sure the classrooms have enough chairs and tables.
10. Student IDs: Print student IDs; collect payments for replacement IDs.
11. Educate students about Registration, Add/Drop period, maintaining SAP, Withdrawal Policy, Leave of Absence policy, etc.
12. Analyze statistical data on registration for administrative use in formulating policies.
13. Create and maintain a student-centric culture by ensuring the office provides quality and timely customer service to students, faculty, and staff.
14. Educate faculty, staff, and students on compliance of federal laws and accreditation standards involving student records and the integrity of the academic records.
15. Provide guidance to staff and program advisors regarding interpretation and implementation of policies as they relate to transfer articulation policies and degree requirements.
16. Develop and administer the departmental budget as approved by CAO.
17. Perform other related duties as assigned.
General Expectations: Employees are expected to accomplish assigned duties in an efficient, effective, and competent manner and to strive for improvement and excellence in all work performed. Additionally, employees must understand the comprehensive role of the community college and cooperate and work harmoniously with students, faculty and staff, and the public. Employees will follow all college policies, rules, regulations, and guidelines as they relate to this position.
Education and Experience Requirements:
B.A./B.S. in Education Administration, Social Science degree or related fields; preferably B.A./B.S. or master’s degree in Education Administration or Computer Science.
Minimum three years of assisting, coordinating, or managing educational projects.
Experience in clerical and technical work, including record keeping, data management, reporting.
Excellent written and verbal communication, interpersonal skills, especially when collaborating with multiple departments within the university and exceptional customer service skills.
Willingness and ability to work in a multi-cultural environment; highly organized and be able to quickly adapt to change.
Working knowledge of general office equipment and experience providing high-quality service in a high volume environment
To ensure the health and safety of our community, BAU requires COVID-19 vaccinations for faculty and staff.
Knowledge, Skills, and Abilities:
1. Knowledge of the organizational and functional responsibilities and operations of an organization required to coordinate the work of the office with the work of other offices and for recognizing the need for such coordination in various circumstances.
2. Knowledge of various office automation software programs, tools, and techniques to support office operations and produce a variety of documents such as letters, reports, spreadsheets, databases, and graphs.
3. Knowledge of structure, programs and work methods of organization for personnel/manning issues.
4. Skill in fact-finding, problem analysis, problem resolutions, and development of concrete action plans to solve problems.
5. Ability to gather, analyze and present facts, communicate effectively (both orally and in typing), using tact and courtesy and possess the ability to plan, organize work, and meet deadlines.
6. Ability to plan and organize management programs and functions of an organization and meet deadlines.
Work Environment: Work is primarily performed under general supervision in an office setting with appropriate climate control. Travel, early morning, evening, and weekend work may be required.
Physical Requirements: Essential functions of this position require: lifting, manual dexterity, ability to communicate.
Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body; involves sitting majority of time; walking and standing are required only occasionally, and all other sedentary criteria are met
Mental Application: Utilizes memory for details, verbal instructions, emotional stability, critical thinking, adaptability, and creative problem-solving skills are important.
Disclaimer: The above statements describe the general nature, level, and type of work performed by the incumbent(s) assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, demands, and skills required of personnel so classified. Job descriptions are not intended to and do not imply or create any employment, compensation, or contract rights for any person or persons. Management reserves the right to add, delete, or modify any and/or all provisions of this description at any time as needed without notice. This job description supersedes earlier versions.
Salary : $45,000 - $48,000
