Assistant Registrar, Registrar’s Office

Job Description

Summary : The Assistant Registrar reports directly to the Registrar and assists with the running of the Registrar’s Office.

This position provides support in the daily operations of the Registrar’s Office.

This position is exempt from provisions of the Fair Labor Standards Act (FLSA) and therefore is not eligible to earn overtime pay or compensatory time off for additional hours worked.

This position is not eligible for visa sponsorship.

Essential Duties and Responsibilities include :

• Maintain and process all changes of academic program (major, minor, concentration) and course substitutions of degree requirements forms while ensuring that University policy is observed.
• Communicate with students, faculty, and staff regarding academic policies, procedures, and deadlines.
• Manage the [email protected] email account.
• Serve as Veterans Affairs (VA) Liaison and the primary VA Certification Officer. Stay abreast of changes in VA support and impact on students.

Ensures the accuracy of enrollment verification for VA students. VA reports; annual catalog approval process; complete required annual training.

• Monitor the student database to ensure that changes to student records are accurate and processed in a timely fashion.
• Oversee the FERPA training module.
• Assist with all registration, add / drop and grading cycles and related services.
• Provide regular office support services and contribute to the overall success of the Office of the Registrar and the University by performing other duties and responsibilities as assigned.
• As part of the Registrar’s team, maintains and ensures integrity of academic records related to grades, transcripts, audits, and other academic issues.
• Develops and provides training and support to faculty, staff and students on program completion and other student services using various platforms.
• Leverage and implement improvements to existing systems and business logic to enhance system efficiency. Create process documentation and instructional materials.
• Manage all commencement activities for the Office of the Registrar, including, but not limited to : processing of graduation applications and degree audits, calculation of Latin Honors, printing and distribution of diplomas, proofs of the Commencement program, awarding / posting of degrees, Commencement day activities, etc.
• Manages student eligibility for graduation and associated communication with students and academic officials. Communicate academic policy as it pertains to graduation requirements and provide options for completing requirements.
• Monitor academic progress for certificate students and issue certificates when complete.
• Develops and maintains quality control standards to continuously improve the office functionality.

Secondary Duties and Responsibilities :

• Serve as office liaison with various offices, committees, and represent the Office of the Assist with cross-training in departmental functions.
• Serve as an office liaison with various offices, committees, and represent the Office of the Registrar at administrative meetings.
• Ensures a continuously high level of customer service to both internal and external constituents.
• Maintain compliance with FERPA, federal and North Carolina regulations and university policies.
• Ensures a work environment that promotes mutual collaboration and continuous learning and development of all members.
• Assist office team members in the completion of a variety of tasks. This includes front office coverage, processing grade changes, transcript requests, enrollment verifications, etc.
• Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training.
• Participates in the development, implementation, and maintenance of policies, objectives, short-and long-range planning;

develops and implements projects and programs to assist in accomplishment of established goals.

Other duties and special projects may be assigned to meet department and / or university goals.

Qualifications

Experience, Knowledge and Skills Required

• Understand crucial nature of data; demonstrates impact on the Office of the Registrar and institution and performs duties in a proactive, strategic manner.
• Excellent customer services skills.
• Strong communication skills. Must be capable of handling difficult and sensitive situations.
• Ability to manage multiple projects and deadlines simultaneously.
• Exceptional follow-up and follow-through skills as well as ability to plan, organize and control large and small projects through to completion.
• Strong organizational and time management skills with accuracy and attention to detail.
• Possess a logical and questioning mindset, ability to analytically solve simply and complex problems.
• Experience with an ERP system.
• Ability to work independently and contribute to a team environment.
• Demonstrated proficiency in MS Office applications.
• A bachelor’s degree from a regionally accredited institution of higher education; Master’s degree preferred. Related combination of education or experience considered.

Experience working in a Registrar’s Office preferred.

Application Process

Does this sound like a good fit? Click on the green I’m interested button and submit :

• A cover letter addressing the position qualifications and experience
• Current résumé
• Salary requirements statement (this is required)
• Contact information for three professional references

Applications received by July 14, 2023, will receive first consideration. Queens will continue to accept applications until the position is filled.

Additional Information

About Queens University of Charlotte

Located in the heart of the nation’s second fastest growing metropolitan area, Queens University of Charlotte leverages the city’s diverse and thriving environment as an extended classroom.

Nationally recognized for undergraduate programs in international and interdisciplinary education, Queens blends the best of liberal arts learning with professional preparation and community engagement.

Focused on supporting success for diverse learners, faculty build close and collaborative relationships with students and help them build intentional and individualized roadmaps for flourishing at Queens and beyond.

At the graduate program level, the University offers innovative educational experiences that help learners advance professionally and retool for new opportunities.

Our environs afford faculty myriad opportunities to advance their own professional growth and teaching and research interests by collaborating with vibrant industry, non-profit, and community organization sectors.

Because of our history of innovation and our legacy of strong leadership , Queens is positioned to be among the new forerunners of American higher education.

This is a defining moment for Queens. While other institutions are focused on sustaining and surviving, we are thinking much bigger.

Institutions that understand what is needed and are willing to reimagine what is possible can position themselves to thrive and strengthen their market position after the pandemic with innovative approaches that are deeply connected to the world and its greatest challenges.

• By 2030, Queens aspires to become the leading, private, national university of Charlotte with deep, meaningful, and reciprocal connections to the needs of our local community and economy;
• inventive and multidisciplinary academic programs that are connected to the world’s most pressing challenges and biggest areas of opportunity;
• a fully connected, integrated, and innovative set of experiences that support holistic wellness and wellbeing; a culture of continuous improvement and investment that enables faculty and staff to flourish and achieve their full potential;

and a comprehensive approach to diversity, equity, and inclusion that begins on campus and radiates throughout the community.

Benefits

Queens offers comprehensive benefits to eligible employees, including : medical, dental and vision insurance, domestic partner benefits, defined contribution (matching) and supplemental 403(b) retirement plans, vacation and generous paid holidays, tuition remission and tuition exchange, Queens-paid life insurance, supplemental life insurance, dependent life insurance, accidental death and dismemberment insurance, flexible spending accounts (medical, dependent care, Health Savings Account), sick leave and long-term disability leave, paid parental leave, FMLA leave when eligible, reduced cost meals at Morrison Dining Hall, employee assistance program (EAP), free access to the Levine Center, wellness programs.

In addition, employees may choose benefits such as pet insurance, critical care insurance and legal assistance.

Queens University of Charlotte is an equal opportunity employer and is firmly committed to supporting and celebrating all forms of diversity.

Queens does not discriminate on the basis of race, color, gender, sex (including pregnancy, child birth and conditions related to pregnancy or child birth), sexual orientation, gender identity or expression, religion, age, national origin, disability, political beliefs, veteran status, genetic information or any characteristic protected by law in the administration of its educational and admissions policies, scholarship and loan programs, athletic programs, employment and hiring policies, or other University-administered programs.

Any individual with a disability who needs any reasonable accommodation under the Americans with Disabilities Act to apply for a position or otherwise to participate in Queens' job search / selection process should contact the Director of Human Resources at 704.337.2222.

Physical Requirements (with or without reasonable accommodation) require ability to

• Remain in a stationary position, most of the time.
• Exchange accurate information with students, faculty and staff, frequently.
• Read reports, create presentations, use a computer system, most of the time
• Communicate with students, faculty and staff, most of the time.
• Write, type, and use the computer, telephone, copier, and other office equipment systems, most of the time.
• Move about inside the workspace to access resources and office equipment, and attend meetings across campus, regularly.
• Exert moderate force to move objects, occasionally.
• Think critically, concentrate on the task at hand, and respond quickly to changes in conditions, most of the time.

Work Conditions

• Must be able to work in office environment while having contact with students, faculty staff, parents, vendors on any given day.
• Work has deadlines, multiple interruptions, high volume and can be stressful.
• Nothing in this job description restricts the university’s right to assign or reassign duties and responsibilities to this job at any time;
• this description reflects the university’s assignment of essential functions, it does not proscribe or restrict the tasks that may be assigned;

this job description is subject to change at any time.