Associate Registrar & VA Coordinator

Salary : $0.00 Annually

Location : Nashua

Job Type : Full-Time

Job Number : 202300112

Division : Academic Affairs

Department : Office of the Registrar

Opening Date : 01 / 23 / 2025

Description

Assist in managing all Registrar's office functions and operations to ensure that systems and processes meet service expectations and strategic goals for registration.

Duties and Responsibilities

A. Registrar Operations :

1. Act as a representative of the Registrar in their absence, ensuring the continued operation of Registrar's office functions and providing leadership in student services.

2. Work closely with the Registrar to provide accurate and up-to-date enrollment data, supporting institutional decision-making and reporting needs.

3. Collaborate with the Registrar in planning and implementing functions and services that enhance student registration processes and records management.

4. Verify the authenticity of academic credentials submitted to the university, including the evaluation of transfer credits and admissions documents for both undergraduate and graduate students, ensuring compliance with university policies.

5. Maintain the academic integrity and confidentiality of student information in compliance with FERPA and institutional policies, safeguarding sensitive data.

6. Oversee the graduation audit process, ensuring that all students meet degree requirements prior to degree conferral, and providing guidance to students regarding academic standing. Participate in the graduation ceremony.

7. Ensue that registration information is distributed to students, faculty and University administrative offices as required. Track and analyze Directed Studies and Internship enrollments for academic departments.

8. Serve on the Administrative Council and other key committees as requested by the Registrar, contributing to strategic planning and policy development.

9. Lead weekly record cleanup processes, ensuring data accuracy and integrity across student records.

10. Perform a broad range of data entry, information retrieval and report generation tasks using automated student records systems, ensuring timely and accurate updates to student data.

11. Other duties as assigned.

B. Academic Schedule planning :

1. Support the Registrar in planning, coordinating and conducting pre-registration, registration and add / drop procedures for regular academic year and summer sessions, assisting students and staff with the registration process to ensure smooth transitions into each term.

2. Collaborate with Deans and Directors to analyze and update their three-year course offerings based on enrollment trends and academic projections, ensuring optimal course availability and resource allocation for all academic levels.

3. Support faculty, staff, and students to address questions and resolve issues related to academic policies, procedures, and scheduling, fostering strong communication and a student-centered approach to academic administration.

4. Recommend course additions, cancellations and other schedule adjustments at both the graduate and undergraduate levels : acting as liaison with the advising staff and program directors.

5. Monitor and update the course schedules throughout the semester to accommodate changes in enrollment and other logistical factors, ensuring timely and accurate communication with all stakeholders.

6. Manage room assignments for classes; make necessary changes in course enrollments; communicating room assignments to faculty, staff and students. Coordinate room scheduling of classroom assignments for other campus events, as needed.

C. Publications :

1. Ensure data integrity for electronic academic catalog content using Acalog, managing the system to ensure accurate and up-to-date information across all catalog sections, including academic programs, course descriptions, and institutional policies.

2. Oversee annual updates of the academic catalog, collaborating with faculty, department chairs, and academic administrators to review and revise catalog content, ensuring it aligns with current academic offerings, curriculum changes, and institutional standards.

3. Provide training and support to new employees, both within and outside the Registrar's office, on the effective use of the Acalog catalog management system. Ensure staff are proficient in catalog updates, content entry, and system navigation.

D. Veterans Services :

1. Serve as the Primary Point of Contact for military-connected students, including veterans, active-duty service members, and eligible dependents, ensuring their eligibility for VA benefits and adherence to all relevant regulations.

2. Certify VA education benefits for eligible students, ensuring accurate verification of enrollment status and compliance with VA regulations. Maintain comprehensive records for Yellow Ribbon Program participants and other student veterans.

3. Stay informed on changes in VA policies, programs, and legislation, implementing necessary updates to institutional practices to maintain compliance.

4. Manage the Department of Defense (DoD) Tuition Assistance Program for active-duty service members, serving as the key coordinator for program eligibility, enrollment, and documentation.

5. Complete DoD-required training and update program details annually, including cost of attendance, program additions / deletions, and institutional charges, to ensure compliance.

6. Prepare and submit reports and surveys related to the military student population, including submissions for the VA, New Hampshire Department of Higher Education, IPEDS, and the annual Military Friendly survey.

7. Lead and participate in compliance reviews requested by DoD and other military entities to ensure institutional adherence to program requirements.

8. Conduct regular audits of student veteran accounts in collaboration with Student Accounts and Financial Aid departments to ensure accurate billing, financial aid, and compliance with VA guidelines.

9. Ensure consistent application of institutional charges for student veterans, in comparison to non-veteran student records, to maintain equity and compliance with VA standards.

E. Institutional / Collaborative Operations :

1. Collaborate with Registrar's Office staff, academic departments, and external stakeholders to support the overall commencement logistics and ensure a seamless experience for graduating students.

2. Coordinate Commencement Activities, including the ordering and distribution of diplomas, ensuring the timely and accurate publication of graduation lists. Monitor post-commencement diploma awarding processes, addressing any discrepancies and ensuring proper documentation and distribution.

3. Serve as the Student Exchange Coordinator for the New Hampshire College and University Council (NHCUC), managing all aspects of the student exchange program. Coordinate with participating institutions to ensure smooth enrollment, academic progress, and cross-institutional collaboration for exchange students.

Typical Qualifications

Bachelors degree plus 5 years of relevant records administration experience, or a combination of education and experience from which comparable knowledge and skills are acquired. Experience working with and certifying military servicepersons and veterans preferred. Experience working with Acalog preferred. Experience working with Colleague ERP preferred.

We are seeking a highly organized and detail-oriented individual with strong administrative skills to support the efficient operations of our office. The ideal candidate will possess the ability to manage complex records, collaborate across departments, and navigate the academic landscape with professionalism and discretion.

• Strong Organizational and Administrative Skills : Ability to manage multiple tasks and responsibilities efficiently, ensuring smooth office operations and adherence to academic deadlines and policies.
• Analytical and Problem-Solving Capabilities : Solid reading, math, and analytical skills to review and interpret complex data, solve issues, and ensure accuracy in maintaining academic records and systems.
• Experience with Records Management Systems : Proven experience in maintaining moderately complex records systems, with a focus on using computerized information systems. Familiarity with digital records management or student information systems (SIS) is a plus.
• Familiarity with Higher Education Policies : A solid understanding of higher education organizational structures and academic policies is highly desirable. The ability to quickly adapt to institutional regulations and assist with academic processes is crucial.
• Effective Communication and Interpersonal Skills : Demonstrated ability to interact with a diverse range of stakeholders-including students, faculty, staff, senior administrators, parents, government agencies, and external organizations-while maintaining a professional and responsive demeanor. Strong written and verbal communication skills are essential for navigating these relationships.

In addition to a competitive salary, Rivier University offers full-time employees a comprehensive benefits package which includes medical, dental and vision coverage, employer paid life and disability plans, retirement plan with employer match, Health Reimbursement Arrangement (HRA), Health Savings Account (HSA) with employer contribution, flexible spending accounts, paid time off, holidays, educational assistance benefits, employee assistance program (EAP) and a variety of additional discounts and services.

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