JOB DESCRIPTION
POSITION TITLE
Assistant Registrar, Degree Completion and Special Programs
PRIMARY FUNCTION:
This position is responsible for directing the graduation process,
tracking and advising non-degree-seeking students (many types),
supervising office student workers, coordinating summer school,
monitoring the college’s compliance with FERPA, and certain
other tasks as specified under Areas of Responsibility.
AREAS OF RESPONSIBILITY:
1. Direct the year-long graduation certification process, including conducting the majority
of the individual senior audits and assigning the rest to others; identifying and certifying
early graduates; coordinate, in consultation with department chairs and program directors,
the preliminary and final major, emphasis, and concentration certification and seniors to
be awarded distinction. Identify, notify, and advise senior “participators.” Coordinate
with the Associate Registrar, Data Systems and Reporting (who sets the class and reclasses students) and with the Administrative Assistant in the completion of these duties.
Provide service to students, faculty, staff, parents, and alumni with regard to issues
surrounding graduation. (October-May and ongoing as needed) Track and advise seniors
and participators completing coursework after graduation; including review, evaluation
and approval of potential transfer credit.
2. Track and advise all “special students” (non-degree-seeking students) including but not
limited to: Luther Seminary/MSM students, continuing education students,
faculty/staff/spouse, interim special students, art apprentices, Fulbright scholars, Amity
scholars, Nursing post-graduate students, teacher education post-graduate students and
special students (non-degree-seeking students); ensure appropriate tracking, orientation,
and registration. (ongoing, as needed).
3. Supervise office student workers, including hiring, training, and schedule coordination
for all student workers within the office. Includes assigning and directing student work
projects, evaluating work, and correcting any problems that may arise; terminate workers
if needed for work violations. Primary coordinator of student training for new student
registration in the fall. Provide recommendations for student workers upon request.
(daily)
4. Process all audited courses and all independent study / independent research projects and
registrations, ensuring appropriate follow-up with students and faculty supervisors.
Administrative Assistant assists with data entry following review (ongoing, as needed)
5. Serve as primary monitor of the college’s legal and regulatory compliance with FERPA
(Family Educational Rights and Privacy Act). Provide training and support to faculty,
staff, students, parents; monitor compliance to ensure privacy of student academic
records. Remain current on federal regulations concerning FERPA through professional
resources. (ongoing as needed)
6. Administer the college's summer session academic program, delegating data entry and
clerical tasks as appropriate. Work with departments, faculty, students, and staff in
organizing, compiling information, market and promote summer courses in catalog and
web format, guide registration process, and issue salary payments to summer faculty.
Correspond with guest students regarding application process and acceptance to summer
school. Maintain active membership in NCCSS – North Central Conference on Summer
Schools and NAASS – North American Association of Summer Sessions (regional and
national organizations). (December-August, especially June-August)
7. Serve as the representative of the Registrar / Assistant Vice President for Academic
Affairs to the Continuing Programs Subcommittee (CPS) of the Curriculum Committee,
attend the subcommittee’s meetings, and follow up with appropriate Registrar’s Office
staff on items under deliberation as needed. (weekly during the academic year)
8. Serve on the Academic Review Committee.
9. Coordinate the St. Olaf College High School Honors Program by working with area high
school guidance counselors to screen potential applicants; read and review applications;
assist in selection of participants; organize and coordinate orientation and registration
process. Perform advisory role in course selection and registration. Notify appropriate
high school officials by means of official transcripts of final grades for participants.
(June-September)
10. Track and record approved petitions to fulfill the foreign language requirement (FOL) by
alternate means and student completion of required alternate courses; work with students
seeking to fulfill the FOL via proficiency exam and with providers of those exams;
complete native language verification or testing of international degree-seeking students
for FOL certification as appropriate. Document all such FOL completions on student
records. (as needed)
11. Working collaboratively with the Associate Registrar, Data Systems and Reporting, track
student repeats of courses (each term as needed). Track class year classifications and
reclassify students as needed in early September.
12. Oversee Interim Exchange program. Maintain exchange agreements with other colleges
and monitor incoming and outgoing applications. (ongoing, especially DecemberFebruary)
13. Assist with registration setup for first-year student fall registration during Week One.
Delegating tasks as appropriate, coordinate food set-up, oversee set-up of student
computer terminals and signs. Submit request to IT.
14. Provide back up for Veterans Administration (VA). (as needed) Serve as transcript
processing backup.
15. Other tasks as assigned by the Registrar. (as needed)
SUPERVISORY RESPONSIBILITIES: Supervise 4-6 office student workers and cosupervise registration student workers; oversee the
work of the Coordinator of Academic Records and
Scheduling in the processing of transcripts and of
the Administrative Assistant in the processing of
independent study, independent research, summer
internships, and audits, as needed.
CONTACTS:
Work closely with administrative personnel, deans,
department chairs and program directors on
clarification and implementation of college policies
regarding graduation requirements and graduation,
and respond to questions. Work with faculty,
department chairs and Dean of the College to
coordinate and administer summer academic
program; payroll manager to issue summer faculty
salary; Student Accounts to coordinate summer
student tuition payments, Financial Aid; Education
Department with teacher licensure. General public,
alumni, current students regarding graduation.
EDUCATION:
Essential:
Desirable:
Bachelors Degree
Bachelors Degree
EXPERIENCE:
Essential:
Minimum 1 year in college setting. Excellent
communication skills required. Familiarity with
college curriculum.
Minimum 3-5 years in college setting.
Desirable:
KNOWLEDGE, SKILLS, ABILITIES:
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Familiarity with AS400 computer systems, SIS, Word, Excel, Access.
Ability to learn new programs.
Detail oriented, able to multitask and work under pressure.
Capacity to make decisions quickly, accurately and with confidence.
Excellent interpersonal communication skills.
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:
Work under pressure. Able to troubleshoot and stay
composed.
WORKING ENVIRONMENT:
Able to work in close environment without much
privacy.
WORK SCHEDULE:
FTE: full-time
Term: 12 month
Shift: 8-5, Monday through Friday
APPROVAL:
Mary Cisar
DATE:
February 4, 2013