JOB DESCRIPTION
POSITION TITLE
Assistant Registrar, Academic Advising, Transfer
Credit, and the First-Year Experience
REPORTS TO:
Registrar and Assistant V.P. for Academic Affairs
PRIMARY FUNCTION:
In coordination with the Office of Admissions and
the Student Life Division, support especially new
incoming students (first-year students, international
exchange, transfer students). Review, evaluate, and
approve potential transfer credit for current firstyear, sophomore, and junior students and transfer
students, and for new incoming first-year students,
both domestic and international, working closely
with the Office of Admissions and the Office of
International and Off-Campus Studies, and other
Registrar’s Office personnel; sit on and coordinate
the administrative responsibilities of the Academic
Standing Committee, sit on the Readmission
Committee; collaborate on coordination of
registration; coordinate tasks associated with
academic advising, such as placement exams.
Serve as the college’s PDSO for SEVIS.
AREAS OF RESPONSIBILITY:
1. Advise degree-seeking students, especially but not solely new students, on general
academic issues (schedule planning, changing advisors, declaring a major, GE
requirements). Answer phone and email inquiries, responding to questions, inquiries, and
problems. (daily)
2. Review, evaluate, and approve all potential transfer credit for current first-year,
sophomore, and junior students; for transfer students; and for new students, working
closely with the St. Olaf Office of Admissions, the Office of International and OffCampus Studies, the International Student Advisor, and the Registrar’s Office staff,
particularly the Coordinator, Academic Records and Scheduling for background research
on transfer courses. Working closely with the Associate Registrar, Data Systems and
Reporting, the Associate Registrar, Curriculum and Data Analysis, the Administrative
Assistant, and Admissions, ensure that student records as they pertain to transfer credit
are maintained in the SIS and in ImageNow. (especially March-September, ongoing)
Assign advisors for and prepare registration materials for students returning after an
absence (RAA) (after appropriate updating of enrollment codes in SIS for enrollment
purposes) each semester. Track new and transfer degree-seeking students who pay late:
assign advisors, prepare registration materials (after appropriate updating of SIS for
reporting purposes) (as needed)
3. Support faculty in their role as academic advisors through information, training sessions,
and materials. Working closely with the Registrar / Assistant Vice President for
Academic Affairs and the Dean’s Council, assign academic advisors to students, ensuring
that each student has a faculty academic advisor and that assignments and changes are
made in a timely manner and in a way that serves the students’ academic program and
maintains equity in advising assignments among faculty. (summer, ongoing
maintenance)
4. Serve on the Week One Committee to help coordinate planning for new students over the
summer preceding their arrival, through Week One, and in support of ongoing advising
support throughout students’ enrollment at St. Olaf. Collaborate with other
administrative units as needed to accomplish the college’s goals for student advising.
5. Coordinate online placement exam information for new students in consultation with
departments, programs and IIT (summer). In collaboration with the Associate Registrars,
coordinate pre-registration of General Education 111 and Religion 121 for new students
(summer, October-November). Collaborate with the music department to coordinate
music registrations for new students (summer). Work with the Registrar / Assistant Vice
President for Academic Affairs and Department Chairs and Academic Administrative
Assistants during the pre-registration process preceding regular fall and spring
registration periods (September-November, February-April). When needed, collaborate
with Associate Registrar, Data Systems and Reporting on data entry of student preregistrations.
6. Sit on and coordinate the administrative responsibilities of the Academic Standing
Committee (determines probation and dismissal status of current students); coordinate the
notification of students of their assigned academic standing determined by the committee.
Prepare and disseminate final committee report to key St. Olaf community members;
provide information to the Coordinator, Academic Records and Scheduling to enable
updating of student status in the SIS. Sit on the Readmission Committee. (twice a year:
January, June and ongoing)
7. Revise and maintain academic advising records, materials, and web page. Maintain
budget records related to Academic Advising. (ongoing) Select, train, and supervise
academic peer advisors. (spring-summer and ongoing)
8. Serve as the college’s PDSO for SEVIS. (ongoing)
9. Other tasks as assigned by the Registrar / Assistant Vice President for Academic Affairs.
(as needed)
SUPERVISORY RESPONSIBILITIES: Supervises 5-6 academic peer advisors.
CONTACTS:
Close coordination with the Administrative
Assistant, Coordinator, Academic Records and
Scheduling, Assistant Registrar, Degree Completion
and Special Programs, Associate Registrars, and the
Registrar. Regular contact with deans and
department chairs/program directors, faculty and
staff members, students, and parents. Office contact
person with Admissions, the Student Life Division,
the Academic Support Center, and the Center for
Vocation and Career. With the Associate Registrar,
Data Systems and Reporting, serve as contact
person to the Office of Admissions on behalf of the
Office of the Registrar and Academic Advising.
EDUCATION:
Essential:
Desirable:
Bachelor’s Degree
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EXPERIENCE:
Essential:
Five years of academic support position in
Education
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Desirable:
KNOWLEDGE, SKILLS, ABILITIES:
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Strong interpersonal skills with students, faculty, staff, parents, and other constituents.
Detailed knowledge of Advanced Placement, International Baccalaureate, and PostSecondary Education programs.
Computer applications: AS-400, Microsoft Word, Excel, and Access.
WordPress for web editing.
Supervisory skills, organizational skills, time management skills.
Ability to work well under pressure.
Commitment to professional integrity, including knowledge of and commitment to upholding
federal confidentiality guidelines regarding confidentiality of student academic information.
Understanding of the college’s curriculum and requirements and of the purpose of a liberal
arts education, and commitment to maintaining this understanding.
Commitment to maintaining best practices in service, innovation, and efficiency.
Commitment to a collaborative work environment.
Commitment to seeking appropriate professional development.
PHYSICAL DEMANDS:
Normal office demands
WORKING ENVIRONMENT:
Normal office environment
WORK SCHEDULE:
FTE: 1.00
Term: Full Year
Shift: Campus business hours
Occasional evenings required
APPROVAL:
Mary Cisar
DATE:
January 30, 2013