Registrar

Registrar

Job ID 1622
December 20, 2023

Department: Student Records

Employee Group: https://www.grcc.edu/sites/default/files/docs/humanresources/meet_confer_handbook_2020-03.pdf

Schedule: Full Time, Exempt

Compensation: $82,000

Benefits: https://www.grcc.edu/faculty-staff/human-resources/benefits-insurance/medical-plans/new-hire-benefit-enrollment

Reports to: Associate Provost of Instructional Support & Institutional Planning

Posting Closes: Open Until Filled with weekly review beginning the first week of January 2024

SUMMARY

The Registrar serves as the College's lead over all aspects of student registration and information. The Registrar provides leadership with regard to course scheduling and calendar recommendations, registration systems and graduation tools, facilitating student transfer credit, Veterans Benefits, and the Veterans Center. This role serves as GRCC's FERPA compliance officer and, in doing so, supports faculty and staff professional development with regard to training and resources related to FERPA. This is a highly complex role that supports college-wide operations and student information data systems that directly impact student transfer and graduation success. The Registrar reports directly to the Associate Provost of Instructional Support & Institutional Planning.

ESSENTIAL FUNCTIONS

• Lead the development and maintenance of the college registration and enrollment system.
• Lead the development and maintenance of student record data and curriculum operations, which includes the integrity of the structures and coding of the student information system (registration, record creation and maintenance, distribution of official college records, grading, incoming transcript collection and evaluation, add/drop records, grade/enrollment verification, graduation application processing, transcript dissemination, degree audit system, and academic credential documents).
• Lead the coordination and timeline development of College course scheduling with School Deans' Offices.
• Serve as primary liaison with faculty, department chairs/program directors, Associate Deans, and other college staff on course scheduling.
• Provide direct support to the Provost's Office with regards to the annual academic calendar.
• Lead the use of specialized computer application programs used for electronic transcripts, registration and enrollment, and degree audits.
• Lead the day-to-day operations of the Student Records and Veteran Services offices and all processes related to registration, enrollment, and completion, including semester schedule rolls, rooming, and schedule monitoring to verify the accuracy of the semester course schedule. Systems supported include:
• Directly hire, schedule, train, set performance expectations, evaluate, and supervise the work and responsibilities of the Student Records, Veteran Services, and Veterans Center staff and student workers.
• Oversee the implementation of and compliance with VA Principles of Excellence and MVAA Michigan Veteran Friendly Schools program.
• Serve as the Budget Control Officer for Student Records, Commencement, Academic Pathways, and area-related grant budgets.
• Lead compliance efforts to ensure accuracy and security for all student records in accordance with FERPA and FSA data security requirements.
• Lead compliance initiatives related to FERPA, FSA School Cyber Safety (student record incidents), NSLDS enrollment reporting and annual single OMB circular a-133 audit for enrollment reporting, VA Principles of Excellence, and subpoena compliance.
• Direct and manage all student-level reporting responsibilities under the Office of Student. Records/Registrar, including NSLDS enrollment reporting, FOIA response (student data), CEPI STARR, State Approving Agency (VA), Michigan Veteran-Friendly Schools, and NSC Postsecondary Data Partnership.
• Oversee the development/ongoing review and implementation of student, staff, and faculty communication plans related to FERPA, registration, and Student Records-related institutional policies.
• Oversee the annual commencement for graduates of the School of Business & Industry, School of Workforce Training, School of Health Sciences, School of Liberal Arts, and School of STEM. This includes coordination with the President's, GRCC Foundation, Communications, and Media Technologies Offices. Responsibilities include, but are not limited to campus communication, commencement budget oversight, and commencement committee co-leadership.
• Respond to non-routine inquiries and resolve complex problems pertaining to enrollment, registration, attendance, residency, graduation requirements, and other related areas.
• Serve as primary liaison with faculty, department chairs/program directors, Associate Deans, and other college staff on attendance, records, and related matters.
• Proactively coordinate with various academic, administrative, and service offices/committees to facilitate and ensure responsive, user-friendly services and functions in areas related to student registration, transfer, credit enrollment, progression, reverse transfer, graduation, and other functions related to College policies and procedures.
• Responsible for responding to and investigating student concerns and inquiries.
• Develop, interpret, and enforce institutional academic policies in coordination with various cross-college teams. Serve on the Academic Governing Council (AGC), Academic and Student Affairs Council (formerly Deans' Council), Associate Deans' Council, Curriculum Approval Team, General Education Review Team, Strategic Leadership Team, Veteran Success Team, Academic Pathways Steering Committee, and other committees as needed.
• Represent the College to community groups and governmental agencies and serve on local, district, and state committees as directed.
• Oversee preparation of data on student enrollment, registration, courses and classrooms, and student progress to credential for analysis and reporting needs.
• Coordinate with the Information Technology Department to ensure processes and systems are working effectively and to manage projects for the Student Records/Registrar area.
• Collaborate with Teaching, Learning, and Distance Education staff/faculty as well as ASA leaders to develop and provide professional development opportunities for faculty as needed and related to Student Records processes.
• Periodically evaluate policies and procedures of the Student Records Office and recommend revisions, which may include leading implementation of revised policies/procedures.
• Coordinate and manage the annual budget and department plans for the Student Records Office.
• Facilitate the development and implementation of student-centered initiatives and/or changes that are responsive to the needs and interests of the students.
• This role is a Campus Security Authority (CSA). CSAs will be trained and responsible for reporting Clery Reportable Crimes to Campus Police as required by the Clery Act.
• Perform other duties as assigned.
• Regular attendance during normal scheduled hours is required. Being present is essential for serving customers and performing the essential functions of this position.

JOB SPECIFICATIONS

Education Credentials

• Master's Degree in Education, Administration or related field required

Work Experience

• Minimum of seven years of higher education administrative experience in student service or higher education academic related area required. Student records experience preferred.
• Experience and knowledge with an enterprise student information system required
• Knowledge of Registrar-related functions, processes, and laws governing student records including enrollment reporting and FERPA required
• Supervisory experience preferred

Skills

• Ability to exercise considerable judgment and discretion as well as working independently to fulfill role responsibilities and area processes
• Familiarity with PeopleSoft or other student information system with a working knowledge of integrated student record database
• Ability to analyze course prerequisites, certification, and/or curriculum/graduation requirements
• Ability to supervise and train staff, including organizing, prioritizing, and scheduling work assignments
• Strong interpersonal and communication skills
• Able to work collaboratively with faculty, staff, students, and external stakeholders, while handling multiple projects and deadlines
• Knowledge of customer service standards and procedures
• Ability to maintain confidentiality of records and information
• Demonstrated ability to work with diverse populations
• Willingness to work as a part of a team and lead projects

Physical Demands

• Ability to lift and move up to 25 pounds
• Ability to sit/stand for extended periods of time

Mental Demands

• An understanding of and appreciation for the community college philosophy and student population
• An interest in working with diverse student populations who represent a wide range of ages, ethnicities, national origins, and abilities
• Demonstrated initiative and strong organizational and problem-solving abilities
• Ability to perform routine and unexpected duties with minimal supervision
• High energy level
• Ability to work under pressure while possessing mature judgment and flexibility in regards to interruptions and schedule changes
• Strong commitment to providing a learner-centered environment
• Demonstrated commitment to innovation and continuous quality improvement
• Must use good judgment in handling sensitive or difficult situations in a pleasant and professional manner.

Working Conditions

• GRCC will comply with any mandated health and safety requirements. Compliance information is available on our http://www.grcc.edu/policies.
• Ability to work in a fast paced, multiple-person office environment
• May require occasional evening and weekend hours
• Some travel may be required to participate in professional organizations and conferences

NEXT STEPS / APPLICATION PROCESS

• Please fill out an application athttps://www.grcc.edu/jobs. Submit a cover letter and resume. The opportunity to apply for this position will close at the end of the day on the close date referenced at the top of this job posting.
• Predictive Index Assessment (behavioral & cognitive) REQUIRED: In order to have your application considered, you must complete the assessments: https://assessment.predictiveindex.com/bo/8MMT/Registrar

HIRING PROCESS

GRCC uses an Evidence Based Selection Process, where we make data driven hiring decisions to help mitigate bias throughout the hiring process. As part of this process, candidates will participate in assessments (cognitive and behavioral), reference checks and interviews.

Individuals with diverse backgrounds are encouraged to apply. Grand Rapids Community College is an equal opportunity employer. Visa sponsorship is not available.

NONDISCRIMINATION STATEMENT

Grand Rapids Community College creates an inclusive learning and working environment that recognizes the value and dignity of each person. It is the policy and practice of GRCC to provide equal educational and employment opportunities regardless of age, race, color, religion, marital status, sex/gender, pregnancy, sexual orientation, gender identity, gender expression, height, weight, national origin, disability, political affiliation, familial status, veteran status or genetics in all programs, activities, services, employment and advancement including admissions to, access to, treatment in, or compensation in employment as required by state and federal law. GRCC is committed to reviewing all aspects of GRCC programs, activities, services and employment, including recruitment, selection, retention and promotion to identify and eliminate barriers in order to prevent discrimination on the basis of the listed protected characteristics. The college will not tolerate any form of retaliation against any person for bringing charges of discrimination or participating in an investigation. Further information may be obtained from the EEO Office or the Office of General Counsel, 143 Bostwick Avenue NE, Grand Rapids, MI 49503-3295.

To apply, please visit: https://apptrkr.com/4889032

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