Assistant Registrar - College of Law

Job Description

The Assistant Registrar is an essential part of the College’s Registrar’s Office. The Assistant Registrar collaborates extensively with the Associate Registrar to produce course and exam schedules and is a partner in all registration and exam processes and the daily operation of the Office of the Registrar.

• Responsibilities include management and support of academic and curricular operations and providing significant upper level functional knowledge and expertise in the use of these systems;
• taking lead role in collaborating with the College of Law IT Department in the oversight of exam software and all associated tasks including exam creation, dissemination, training, and working with third party vendor;
• taking an active or lead role in collaborating with the University Registrar’s Office in the implementation and annual maintenance of the DegreeWorks degree audit system;
• partnering with the Associate Registrar regarding COL course scheduling (primarily residential JD program), system setup, and managing the facilitation all changes and updates;

extensive knowledge of JD and LLM degree requirements and curriculum, and the ability to effectively communicate information regarding degree requirements and academic rules. Qualifications

Bachelor’s degree and 6-8 plus years of professional experience in an academic setting, preferably in academic affairs, enrollment management, or a registrar’s office.

Job Specific Qualifications

• Prior experience with the PeopleSoft student information system is preferred. Prior experience with Examsoft / Examplify is highly desired.
• Prior experience hiring, training, and managing staff and student workers highly desired. Demonstrated proficiency with Microsoft Word, Excel, Access, and Outlook, PeopleSoft, Examplify.
• Must be able to think strategically and analytically and interpret data in order to analyze trends and solve problems.
• Detail oriented with the ability to execute multiple tasks independently with accuracy in an organized manner.
• Must be able to work with a high level of autonomy with minimal supervision. Must be capable of working collegially with a diverse group of students, faculty, and staff on a daily basis.
• Exceptional verbal and written communication skills required due to high level interaction with faculty, students, alumni, and administrators.
• Must be highly knowledgeable regarding College of Law policies and procedures.

Responsibilities

• Manage academic records pertaining to each student’s progress in compliance with all FERPA, ABA, and state bar requirements using student information system, independent documents, and hard copy.
• Review documentation related to office policies and procedures.
• Meet with Associate Registrar to actively participate in short- and long-range planning, to analyze existing office policies and procedures, make suggestions for improvements, and implement new and revised policies and procedures.

Lead all archival scanning efforts to convert historical records to electronic format.

• Plan and execute with Registrar and Records Analyst all beginning and end of term processes. Collaborate with other departments within the College of Law and University Registrar’s Office to complete projects and solve complex problems, included but not limited to degree certification, exam scheduling, exam software management and troubleshooting.
• Work very closely with the COL Office of Student Affairs to address and resolve student questions and concerns. This work is done on a continuous daily basis.
• Manage the joint degree application process and work with Assistant Dean regarding all end of term processes surrounding joint degrees including admission and denial notifications and academic review of all active joint degree participants in accordance with College of Law academic rules.
• Work extensively with COL Registrar and University Registrar’s Office staff on maintenance of DegreeWorks degree audit system.
• Review audits to ensure compliance with COL degree requirements and collaborate with University Registrar’s Office staff to make updates and conduct testing to ensure accuracy.
• Prepare reports for internal use and for distribution to other offices by writing new queries on an ad hoc basis to validate or provide data and information.
• Execute standard queries and communicate the information in a logical manner for distribution to technical and non-technical recipients.
• Use ad hoc and standard queries and reports to validate data and to assist with troubleshooting and process analysis.
• Develop, create, and manage database and compile all bar exam info / results and produce reports to be used in completion of all ABA compliance reporting, as well as USNews Survey, NALP surveys and in-house reporting.
• Communicate extensively with various state Bar associations regarding bar exam certification, bar exam results, and character and fitness documentation for bar admission.
• Oversight of processing of bar applications for all 50 states and ensuring that all required forms are received prior to the published deadlines.
• Strategize with Associate Registrar regarding planning, coordination, and processing of all non-standard student course registration, including waitlists, add / drop, course audits, pass / fail requests, and all necessary follow up documentation and communication.

Manage complex student cases as needed.

• Manage and complete all 1L course block scheduling and first year student registration. Consult with Associate Registrar when needed.
• Work with Associate Registrar to create and publish all academic course schedules. Collaborate with College of Law Office of Admissions to develop process to secure and document all received transcripts.
• Manage all transfer credit for entering and continuing students, create policies and procedures to ensure that they are accurately reflected in system.
• Take lead on all pre- and post- exam processing, including oversight of coordinator, student proctors, and communicate with faculty regarding exams.
• Hire, train, and supervise all student employees and exam proctors (approx. 35-40 per year). Manage final grade entry.
• Collaborate extensively with the College of Law Office of Student Experience and Office of Disability Services, to ensure all exams and related scheduling and communications governed by special circumstances including but not limited to authorized accommodations and variations (approximately per year) are completed on time.
• Maintain course related coding in PeopleSoft scheduling system.
• Oversee COL Examplify effort. Collaborate with College of Law faculty and staff to create exams.
• Provide level one troubleshooting for student exam takers with problems encountered when using the software with support from COL I.

T. staff on more complex software / hardware issues.

Work with COL Associate Registrar to develop exam rules and policies and ensure their enforcement.

Physical Requirements Not Applicable Tools / Equipment Not Applicable