JOB DESCRIPTION
POSITION TITLE:
Associate Registrar, Data Systems and Reporting
REPORTS TO:
Registrar / Assistant Vice President for Academic Affairs
PRIMARY FUNCTION:
Position is responsible for overseeing the maintenance and upgrading of
all functions of the Student Information System (SIS), coordination of
the interaction of the SIS with other relevant on-campus and third-party
databases, and for providing day-to-day SIS support for the Office of the
Registrar and Academic Advising and other constituencies. This support
aids various campus departments, offices, faculty, staff, and students
who use the SIS. The position provides leadership in the Office of the
Registrar and Academic Advising by coordinating all day-to-day office
processes and managing all issues regarding data management and future
implementation plans, and manages and oversees documentation of the
SIS Windows and web applications through a procedures manual. In
addition, the Associate Registrar for Data Systems and Reporting is the
main liaison to Information Technologies (IT) and other offices in
relation to data systems that interact with the SIS. The position is also
responsible for providing current and past student data to requestors,
coordinating with the Office of Institutional Research and Evaluation
and with the Associate Registrar, Curriculum and Data Analysis.
AREAS OF RESPONSIBILITY:
1. Support the Student Information System (SIS) by serving as an information resource within and
outside the Office of the Registrar and Academic Advising. Develop and implement
appropriate strategies for the long-term management of the SIS. Ensure accuracy and data
integrity of the SIS. Responsible for overall management of the SIS application, including
office and web user application access, support, and security settings when applicable.
Complete administrative tasks within the SIS, such as opening and closing web grading and
web registration. (daily)
2. Serve as the SIS technical liaison to the Business Office, Financial Aid, Advancement,
Institutional Research and Evaluation, International and Off-Campus Studies, Music,
Communications, Academic Support, IT, and other offices for questions and reporting.
Manage imports and exports of data into and out of the SIS in collaboration with other offices
and their current and prospective database systems (e.g., TK20 [Education], Terra Dotta
[International and Off-Campus Studies], Slate [Admissions], Faculty Information System
[Dean of the College], Advancement, Dean of Students) to coordinate imports and exports with
the SIS. (daily).
3. Oversee the yearly office calendar and day-to-day processes of the Office of the Registrar and
Academic Advising, ensuring that all tasks are completed in a timely and thorough way
according to the highest standards of quality. Supervise the implementation and timely
maintenance of the office procedures manual. Develop and perform annual audits of processes
and procedures used to maintain the security and integrity of the SIS. Develop and maintain
documentation for the SIS. (daily)
4. Document and coordinate the registration process. Work with the Assistant Registrar for
Academic Advising and the First Year experience on pre-registration of students prior to
registration.
5. Work independently and with the Associate Registrar, Curriculum and Data Analysis and the
Office of Institutional Research and Evaluation to create and run reports for internal and
external use and to develop new applications of the SIS in order to provide the best service to
the college. (regularly as needed)
6. Maintain degree requirements for B.A. and B.M. and general education requirements for each
curriculum year. Consolidate duplicate student information. (ongoing)
7. Coordinate the document imaging process for the Office of the Registrar and Academic
Advising. (ongoing)
8. Serve as the main contact for receiving electronic score reporting of Advance Placement (AP)
and International Baccalaureate (IB) scores. Coordinate entry and dissemination of data to
departments and programs; and application of AP and IB credit to students’ academic records
prior to and during each academic year. (July, ongoing)
9. Run yearly re-classification programs and aid Assistant Registrar, Degree Completion and
Special Programs in tracking student repeats of courses. (before and after each term)
10. Run duplicate diplomas for students as requested. Run diplomas for graduates in May of each
year. (annually in May and occasionally)
11. Other tasks as assigned by the Registrar. (as needed)
SUPERVISORY RESPONSIBILITIES: In regards to relevant duties, the Administrative Assistant,
Coordinator, Academic Records and Scheduling
CONTACTS:
EDUCATION:
Works closely with all members of the Office of the Registrar
and Academic Advising, campus-wide administrative
personnel, deans, dept chairs/program directors on issues
regarding design and implementation of the student information
system and its coordination with other systems as detailed
above, current registration policies and procedures, and
accessing statistical information for numerous reports. Primary
contact with Information Technologies (IT).
Essential:
Some college and extensive computer application training
Desirable:
Bachelor’s Degree
EXPERIENCE:
Essential:
3 to 5 years of data management experience in higher
education to include Microsoft Word, Excel, Access, and
Crystal Reports. Ability to multi-task.
Desirable:
Extensive knowledge of AS 400 computer system.
.
KNOWLEDGE, SKILLS, ABILITIES:
 Excellent technical skills with and understanding of database structures and issues.
 Excellent trouble-shooting and communication skills.
 The ability to work well under pressure and to interact with all segments of the campus
community, and to provide outstanding customer service.
 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:
Must be able to sit for extended periods working at a
computer.
WORKING ENVIRONMENT:
Comfortable working in a somewhat confined space
with a lot of noise and surrounding activity.
WORK SCHEDULE:
FTE: 1.00
Shift: normal business day
APPROVAL:
Mary Cisar
DATE:
January 28, 2013