Item 2.D-Nov. 20, 2009
ADMINISTRATIVE FACULTY POSITION DESCRIPTION QUESTIONNAIRE
To expedite and facilitate the PDQ review process, please send the PDQ and Org Chart electronically to marshag@unr.edu for discussion and for initial review before routing PDQ for approval signatures.
Questions - call UNR Faculty HR at 682-6114
INSTRUCTIONS: See http://www.unr.edu/vpaf/hr/compensation/placement.html
for complete instructions.
Incumbent(s) Name (if applicable): Position #(s):
Current Range: Current Title:
(JCC: )
Department: Enrollment Services
Account #(s): 1101-105-0401
College/Division: Vice President,
Student Services
Action Proposed: ( check all that apply )
( x) New position: Proposed Range: 4
Proposed Title: Associate Registrar, Records and Registration
( ) Title Change, Proposed Title:
( ) Proposed Reassignment from Range to Range
( ) Revised PDQ only (no change in range or title)
( ) Line of Progression (show titles below)
Range:
JCC (Current or new HR assigned):
I certify that the statements in this description are accurate and complete to the best of my knowledge.
____________________________________________________________
Employee’s Signature
__________________
Date
I/we have reviewed the statements in this form and they accurately reflect the job assignments.
____________________________________________________________
Immediate Supervisor’s Signature
____________________________________________________________
Director/Chair/Dean Melisa Choroszy
Assoc. Vice President, Enrollment Services
Approved for Salary Placement Committee review.
__________________
Date
__________________
Date
____________________________________________________________
Pres / Vice Pres / Vice Prov Signature Shannon Ellis
Vice President, Student Services
__________________
Date
Action Approved by the President (Completed by Faculty HR):
Position #:
Job Class Code: 86936
Range: 4
Exempt: Yes or No Census Code: 023
Effective Date: 11/1/2009
Approved Title:
Associate Registrar, Records and Registration
____________________________________________________________ __________________
Employee Signature Date
(Employee signs and sends to HR for personnel file after PDQ has been “final” stamped for approval)
Rev: 12/1/2008

Position Description – Associate Registrar, Records and Registration Page 2
1. Summary Statement: State the major function(s) of the position and its role in the university. Attach an organizational chart with positions, ranges, and names for the division which reflects the position in it as well as those supervised in the department. (This section is
used for advertisement of the position.)
The Associate Registrar, Records and Registration, oversees and coordinates all operations and activities relating to st udents’ records and registration and assignments of instructional space, monitors all federal, state, and university policies and procedures regarding student records, and insures the quality and integrity of student record data. The Associate Registrar is the lead functional support and the main point of contact for the PeopleSoft student records implementation. This position serves as the expert user and troubleshooter and coordinates student system functional testing among key users in the Office of Admissions and Records. The incumbent monitors the Nevada
System of Higher Education (NSHE) common data element requirements, serves as the expert in student data definition, and provides guidance to Institutional Analysis in the extraction and reporting of student data. The position reports to the Associate Vice President for Enrollment Services.
2. List the major responsibilities, including percentage of time devoted to each. Provide enough detail to enable a person outside the department to understand the job (percentage
first with heading and then bulleted information).
40% - Student Records

Updates and maintains NSHE Transfer Credit agreements and student information system tables; supervises the transfer credit processing; insures accurate transcript and student record entry of accepted transfer credit

Coordinates and conducts electronic upload of faculty grades; coordinates all grade processing to insure that grades are transcript available in a timely fashion

Supervises the implementation of university enrollment policies

Enacts decisions regarding exceptions to university student records policies; coordinates with
College Deans Offices and Provost as appropriate

Prepares student notifications of policy changes

Maintains the student information system Self Service module

Designs all registrar and student records web pages

Supervises the upload, download and electronic transmission of student transcripts coming into and being sent from the university

Works cooperatively with Information Technology (IT) to develop new functional pages in
PeopleSoft (PSFT) to meet departmental enrollment specifications
 Queries the student information system and the university’s data warehouse for the development of ad hoc reports

Coordinates all student records functional use testing

Troubleshoots student records ’ related student issues

Insures quality control of all student records processes and data integrity

Serves as the liaison to the Disabilities Resource Center (DRC) in the proper recording of
DRC data
40% - Course Registration

Coordinates all course registration functions with colleges, departments, financial aid offices and cashier

Oversees the building of all course registration setups in the PSFT system

Designs and supervises class scheduling workflow

Position Description – Associate Registrar, Records and Registration Page 3

Trains departmental personnel in the use of the student information system class scheduling request pages

Programs course rules for the enforcement of course pre-requisite checking

Coordinates catalog and course changes in PSFT course catalog inventory

Supervise the on-line production of the class schedule

Troubleshoots registration problems

Monitors course catalog inventory in PSFT to insure proper course activation, attributes and previous course history
20% - NSHE Student Records Policy Liaison

Maintains and communicates official university calendar including, but not limited to semester start and end dates, registration dates, deadlines for dropping of classes and grade submission
 Serves as the university’s representative on the Common Data Elements Committee; insures university compliance in the use and reporting of common data elements to NSHE

Serves as the university FERPA coordinator

Implements common course numbering as agreed upon by NSHE institutions, insures proper coding and reflection in the student information system
3. Describe the level of freedom to take action and make decisions with or without supervision and how the results of the work performed impact the department, division and/or
the university as a whole.
Level of Freedom:
The incumbent enjoys wide latitude in decision making with minimal supervision in all areas of responsibility. The position has autonomy to implement processes and procedures that maximize the functioning of the office.
Impact:
The decisions made by this individual directly impact the integrit y of students’ academic records and the students’ ability to register and graduate in a timely manner. The university cannot function if students cannot properly register for courses in an orderly and sequential manner. Efficiency and integrity in the implementation of the university’s courses and curriculum policies and procedures are necessary for the university to realize its enrollment goals while maintaining regional and specialized program accreditations.
4. Describe the knowledge, skills (to include cognitive requirement and verbal and written communication), and abilities (to include task complexity, problem solving, creativity and
innovation) essential to successful performance of this job (in bullet format).
Knowledge of:

Higher education policies, regulations, and procedures

Federal law governing security and privacy of student information, i.e., Family Educational
Rights and Privacy Act (FERPA)

Classroom scheduling software

Registration policies and procedures

Transfer credit practices in the awarding of university credit

Statistical software

Student Information System software

Position Description – Associate Registrar, Records and Registration
Skills:

Excellent oral and written communication

Excellent interpersonal and human relations skills

Excellent customer service

Excellent organizational skills
Page 4
Ability to:

Maintain confidentiality of sensitive information

Multi-task

Implement complex policies and procedures

Grasp and communicate detailed technical processes and procedures in a simple and straightforward manner

Educate students regarding policies and procedures necessary for enrollment success

Query data sets

Analyze data sets for ad hoc reporting

Effectively supervise staff to insure consistency of policy communication, implementation and data integrity

Work effectively with diverse groups of students, faculty and staff
5. Describe the type of personal contacts encountered in performing the duties of the job.
Explain the nature and purpose of these contacts: i.e., to provide services, to resolve
problems, to negotiate.
Internal
Enrollment Services Offices
Reason for Contact
To coordinate workflow, communicate and train staff in enrollment policies and procedures, supervise staff as appropriate
Colleges
Departmental Offices
Institutional Analysis To communicate data definitions, coordinate required federal and
NSHE student data reporting
Provost and President’s Office To coordinate university calendar, troubleshoot problems, respond
Students to inquiries
To troubleshoot records and registration issues
To reconcile student record discrepancy, determine exceptions to policy, and communicate enrollment policies and procedures
To coordinate scheduling of classes, pre-requisite implementation, troubleshoot enrollment problems
External
NSHE
Reason for Contact
To ensure Common Data Element compliance and common course numbering implementation, NSHE policy implementation
6. Indicate the minimum qualifications which are necessary in filling this position should it become vacant. Please keep in mind the duties/responsibilities of the position rather than the
qualifications of the incumbent. a. Minimum educational level, including appropriate field, if any.
Master’s Degree from a regionally accredited institution

Position Description – Associate Registrar, Records and Registration Page 5
b. Minimum type and amount of work experience, in addition to the above required education necessary for a person entering this position.
Master’s Degree and four years of experience in higher education
Preferred Licenses or Certifications: None c. Indicate any license or certificate required for this position.
None