What are the responsibilities and job description for the Assistant Registrar – Graduation position at Suffolk University?
The Assistant Registrar leads the University Registrar’s Office in the area of graduation for three yearly conferral dates in January, May and September. This includes the management of programs of study, program completion review, production of university diplomas, and preparation for the commencement ceremony. Additionally, the Assistant Registrar is responsible for publishing the yearly academic catalog and tracking curriculum and academic requirement changes. The Assistant Registrar demonstrates an understanding of office policies and procedures to guide and communicate as appropriate with faculty, staff, and students.
Primary Responsibilities:
Manages the University’s graduation application, audits and conferral of degrees for 3 yearly conferral dates in January, May and September. Works in conjunction with department chairs and program directors and the production of all graduation communication and audit letters to ensure students are aware of their graduation status. Oversees the production of all graduation lists.
Oversees all diploma requests and the production of diplomas for all 3 graduation conferrals across all 3 schools. Manages diploma rosters and diploma reissues through Parchment, our diploma vendor.
Works in partnership with the Dean of Students office preparing materials, lists, communications, etc. for the annual Commencement ceremony.
Responsible for managing the process for program of study changes and degree audit substitution and waivers (academic overrides), ensuring appropriate approvals from major departments and academic deans.
Responsible for managing and publishing the academic catalog using SmartCatalog, our catalog vendor. Track curriculum changes, coordinate with the team on updates to academic requirements, provide access/support/training to faculty and staff throughout the catalog editing process.
Represent the office in areas of overall service, process and policy guidance, and support. Train front line staff and RAM Center staff on Registrar office operations, business practices, and university academic policies and procedures. Troubleshoot and solve situations with students and faculty involving items such as academic progress, academic plans, registration, courses and schedules. Foster and maintain strong working relationships and communication with students, faculty and staff.
Assist as back-up to the front-line processing area as needed to support the day-to-day responsibilities of the office. Provide coverage and support for the University Registrar’s internal phone line as well as the Ram Registration and Financial customer service center. Represent the office as needed in trainings, orientations, working groups, and informational campus events.
Requirements/Qualifications:
- Bachelor’s Degree and 2-3 years of relevant higher education experience in a record keeping office
- Demonstrated knowledge in the tasks and responsibilities of a Registrar’s Office
- Demonstrated expertise with Student Information System databases (experience in Workday preferred)
- Advanced skills in Microsoft Office suite (including Word, Excel, PowerPoint)
- Excellent written and oral communication
- High level of initiative, technical aptitude, attention to detail, and organizational skills
- Strong analytic and problem-solving skills
- Ability to operate independently, manage multiple competing priorities, and exercise good judgement
- Ability to exercise discretion with confidential information, familiarity with FERPA (Family Educational Rights and Privacy Act)
- Commitment to highest quality of customer service, prioritizing inclusivity, diversity and equity in executing key responsibilities
Preferred:
- Experience working with Workday Student Information System, 25Live and/or SmartCatalog
