Code
5521
PCLS
N3016
Pay Grade
125
Exempt
Yes
ORP
No
EEO Code
3
Title
Associate Registrar
Description

Serves in a leadership role assisting the University Registrar in achieving office and University Strategic Mission.  As a member of the leadership team in the Office of the Registrar, serves in a direct supervisory capacity of certain staff on a day-to-day basis and for all staff in the absence of the University Registrar and Senior Associate Registrar.  Supervises the work of several full-time staff including the degree audit team, and room scheduling staff.  Works closely with Institutional Effectiveness and other Facilities staff on Academic classroom inventory maintenance in the Student Information System and assists with some state reporting.  Provides direct supervision and assists with hiring and evaluation of student assistants and part-time staff.  Oversees the production of the Schedule of Classes each semester and works closely with academic Deans, Chairs and support staff in this role.  Serves as a liaison with the Distance Education staff for coordination of learning management system communications to and from the student information system. Manages the production of the Graduate Catalog, as well as the scribing of the degree audit system for Master’s Degree Audits, and performing Graduate Degree Audits.   Serves as the administrative liaison with IT and academic departments related to the Document Imaging system.  Assists the Sr. Associate Registrar and University Registrar with training of faculty and staff on the use of various systems related to student academic records.  Assists with the coordination of special events such as Imagine Graduation and Commencement ceremonies.  May speak to students and parents at orientation events.  Assists the Senior Associate Registrar as needed with TSI logistics and registrations.   Tests updates and changes to various student processes and systems before they are released in production.

Examples

Performs Master’s degree audits, scribes degree programs in degree audit system, provides leadership to the degree audit team in managing a work calendar and timelines for meeting work goals and university requirements such as Board of Regents lists, candidate lists and communications.  Makes recommendations to office senior leadership team regarding process changes and improvements to efficiency.   Supervises the training of document imaging and project assignments related to it among staff.  Assists the Senior Associate Registrar with TSI data entry as needed, and serves as a backup for TSI assistance.  Serves in a supervisory role for a commencement ceremony work team/area.  May assist with athlete compliance checks.  Assists with academic calendar preparation.  Assists with training student employees, faculty and staff in appropriate role based use of the student information system.

Physical Condition

Must be able to do some sitting, standing, walking, and working with moving files and objects to and from the office areas as needed.

Experience

At least five years of progressively responsible experience in academic administration, preferably with a state of Texas College or University.  Strong administrative and clerical experience with strong proofreading skills and experience producing copy-ready materials.

Knowledge

Must have general working knowledge of student admissions, as well as student enrollment procedures, university policies and degree requirements, and federal and state policies.  Must have strong working knowledge of FERPA.  Must be knowledgeable in standard office practices and procedures and in the use of personal computers and the Microsoft Office Suite, especially Word, Excel, PowerPoint and Outlook.

Education

Bachelor’s degree required, Master’s degree or relevant progressively responsible experience preferred.  Consideration may be given to a candidate with appropriate experience who is nearing completion of degree.

Additional Requirements

Requires the ability to work well with diverse populations and maintain positive working relationships with students, faculty, staff, and the community. Must have strong ability to type by touch and have strong computer and word processing skills.  Diplomatic interpersonal skills required to handle complex academic situations.  Commitment to and ability to demonstrate a compassionate and caring customer service attitude required, as well as the ability to provide positivity in leadership for work teams.  Must have the ability to work well with people of diverse backgrounds, and maintain good working relationships with many constituents including administrators, faculty, staff, and students.  Ability to evaluate and make recommendations regarding staff training and performance improvements needed.  Must possess a strong work ethic and ability to manage large workload.  Some evening and weekend work required.  May be required to travel to conferences, training, and/or professional development.  Ability to speak in front of groups of students, parents, faculty, or staff.  Ability to proactively determine and prioritize work projects.  May serve on relevant university councils and committees as assigned. *Regular reliable attendance is required.*Designated as a Responsible Employee as outlined by Title IX. *This position is designated as security sensitive (Mod) and requires a criminal background check.

Last Updated 09-21-2018