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Job Title:   Registrar

Note:  This job description has been designed to indicate the general nature and level of work performed by employees within this classification.  It is not designed to contain or be interpreted as a comprehensive inventory of all duties and responsibilities required or assigned to an employee in this position.   

The Registrar serves as a senior member of the Enrollment Management (EM) team, along with the Directors of Admission, Student Financial Services, and Career Planning and Development.  Managing the financial systems, reporting, classroom scheduling and general activities of the Office of the Registrar, the Registrar leads professionals in their designated positions.  On a campus where data based decision making and measured outcomes are expected and supported, the Registrar embraces and utilizes technology in information management and service implementation.  Reporting to the Vice President for Enrollment Management, the Registrar must maintain the integrity of student academic records, manage all registration course scheduling and re-enrollment functions, maintain and control active and archived student records, including any required modifications, and is in charge of the processing of grades, grade changes, and grading options.   The Registrar works in partnership with the Dean of Undergraduate Studies to support the use of technology in academic advising, conduct analyses of retention trends, and review and monitor compliance with academic policies.

Essential Duties and Responsibilities
  • Develop and implement the system by which degrees are posted, transcripts produced, and FERPA laws interpreted;
  • Schedule classes, make classroom assignments, and issue the academic calendar;
  • Insure the integrity of student records;
  • Manage the computerized registrations systems;
  • Serve on committees addressing academic policy, assessment, and institutional reporting research;
  • Manage a staff of eight and operating department budget;
  • Issue grade reports, transcripts, and certifications;
  • Partner with Office of Enrollment Management in fulfilling as student data reporting requirements;
  • Evaluate and assign transfer credit for newly enrolled students;
  • Respond to transcript requests;
  • Develop and coordinate enrollment verification processes and policies;
  • Work with others to provide and verify current enrollment status;
  • Partner with Office of Undergraduate Studies to assess and analyze attrition and retention trends
  • Distribute initial and final class rosters;
  • Verify student status, major and graduation data as well as eligibility for graduation;
  • Verify satisfactory academic progress each term for all students;
  • Understand SEVIS regulations and requirements;
  • Represent Spelman College on the Atlanta University Center Registrars’ Council and other organizations and committees as relevant. 

Our ideal candidate profile will include: 

The qualifications described here are representative of those required to perform the essential functions of this position.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.       
Education and/or Experience:
Master’s degree in a relevant area and a minimum of eight years of progressively responsible management experience or an equivalent combination of education and experience is required.  PhD and eight years of job related experience is preferred. 

Professional knowledge of registrar code of ethics, standards, compliance and practices is essential.  Incumbent must have a demonstrated ability to work independently, make independent judgments as well as work as a team member.  Some weekend and evening work will be expected.  The duties of this position require external knowledge of FERPA and regulations related to issues in higher education pertaining to student records.  Attention to detail with high level of accuracy with numbers and words is essential.  Incumbent must have experience working with an integrated student information system.

This position requires strong customer service focus, excellent written, verbal and time management skills.  Professional demeanor with the ability to interface with internal and external customers with diplomacy and tact is essential.  Work requires fact-finding and compilation skills plus ability to perform a variety of tasks simultaneously, at times with little supervision
Excellent oral communication skills are required when presenting information and responding to questions from students, parents, employees and the general public in one-on-one or group situations.  Incumbent must be able to write business correspondence and procedure manuals plus compose memos, letters, and e-mails.  Also, must be able to read, analyze, and interpret documents such as safety rules, operating and maintenance instructions, and procedural manuals.  Good proofreading skills are essential.

A working knowledge of computer hardware/software and current database structures such as Resource 25, DegreeWorks, and document imaging software are critical.  Possessing a clear understanding of report writing and analysis, strategic planning and budgeting, and regulations related to student records; recommend and administer enhanced technology applications to improve processing systems and data integrity; assure quality of testing and implementation of system updates/upgrades are important for success in this position.

Qualified individuals are encouraged to visit our website and apply via our online application:  www.spelman.edu.    We offer a competitive compensation and benefits package and a campus environment filled with unique opportunities and experiences.
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Spelman College, a historically Black college and a global leader in the education of women of African descent, is dedicated to academic excellence in the liberal arts and sciences and the intellectual, creative, ethical, and leadership development of its students. Spelman empowers the whole person to engage the many cultures of the world and inspires a commitment to positive social change.

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