Registrar

About Holy Family University

Holy Family University is a sponsored ministry of the Sisters of the Holy Family of Nazareth founded in 1954. The University is a private institution in the Catholic tradition with campus locations in Philadelphia and Newtown PA.

The main campus is nestled in the heart of a historic residential neighborhood in Northeast Philadelphia that is vibrant and just minutes from the excitement of Center City.

The Newtown campus is located in Bucks County surrounded by nature and a step away from parks, farmers’ markets and great dining.

One of the best parts of Holy Family University is our inclusive atmosphere and that's not by chance. Our mission centers on creating an environment that is welcoming and encourages all members to get to know one another, learn from one another, and experience a range of perspectives and worldviews.

Our diversity is what makes us a strong community.

University Benefits

Holy Family University takes pride in offering a range of meaningful and flexible benefits designed to promote the health and wellness of our employees and their dependents.

Our comprehensive benefits and resources focus on physical, mental and financial wellness to include medical, prescription, dental and vision.

We did not stop there; we also offer our employees the following fringe benefits and more.

• Commuter Benefits : Transit and park benefits through pre-tax payroll deductions
• Half-Day Fridays : Enjoy half day Fridays in the summer
• 403(b) Retirement : Discretionary match up to 5%; vested immediately
• Time Off : 12 Paid Holidays, PTO, Personal, Sick Days and a week off for Winter Break
• Tuition Remission : Pursuing a first Master’s or Doctoral degree, receive 100% tuition remission. Eligible dependents pursing a first Master’s or Doctoral degree, receive 50% tuition discount
• Alpha House : 50% Discount for Nursery, Pre-K and Kindergarten

Position Summary

The Registrar provides dynamic and strategic leadership in Academic operations by effectively managing the maintenance and integrity of all student academic records, coordination and verification of the content in academic catalogs, creation and upholding of course schedules and room allocations, facilitating all areas of student registration, recording and reporting of grades, ensuring graduation requirements, compliance with FERPA regulations, international students / SEVIS procedures, NCAA rules and certification of student athlete eligibility, and the establishment and maintenance of processes for the equitable and consistent administration of policies and procedures as they relate to registration and academic record keeping.

Employee must understand the mission of Catholic higher education, be committed to our institutional mission and core values, and support the goals and objectives of Holy Family University.

Direct Reports

Associate Registrar (1) Assistant Registrar (2); Transfer Evaluation Specialist; Administrative Support Staff (2)

Essential Duties and Responsibilities

• Lead and oversee all enrollment related, operational and policy related functions of the Academic Services division, including registration, academic record keeping, curriculum management, graduation, Commencement planning, diploma generation and distribution, grading, transcript accuracy and production, enrollment certifications and Veterans benefit enrollment certifications
• Manages the coordination and verification of the course content of the Academic Catalogs
• Develops the University’s Academic Calendar in consultations with appropriate administrators
• Works collaboratively with campus wide departments to facilitate improvement in the student educational and related administrative experience
• Remains current with enrollment best practices, policies, and processes, related technology, issues and challenges for similar Catholic, independent colleges and universities
• Develops and maintains an operational guide and manual as well as the Registrar’s Calendar
• Represents the University through public appearances and presentations, both internal and external, including attendance at regional, national professional organizations and associations and conferences
• Serves as the University’s chief compliance officer for FERPA
• Serves as Data Steward for Student Data representing the VPAA
• Oversee National Student Clearinghouse monthly and special submissions
• Manages the establishment and maintenance of processes for the equitable and consistent administration of academic record keeping policies and procedures
• Works collaboratively with direct reports to strategically plan the technological direction of procedures, processes and policies
• Work collaboratively with Information Technology Services (ITS) to plan and develop strategies for maintenance and assessment of academic information infrastructure, this includes advising ITS on software and programming issues
• Examine and re-engineer operations and procedures, formulating policy, and developing and implementing new strategies and procedures, and lead process change, as needed to develop and maintain contemporary operations for registry services
• Coordinates system and application patch testing and upgrades in Ellucian Colleague, Self-Service, Ad Astra and other relevant applications
• Provides leadership in digital data management, and in the selection, implementation, and integration of new systems
• Oversee the catalog and departmental webpages’ maintenance and accuracy
• Actively serves as a member of the Academic Affairs leadership team in cooperation with the Vice President for Academic Affairs, and School Deans
• Supervise and evaluate the staff of the Registrar’s Office and support their development
• Coordinates budget planning, monitors budget implementation, and ensures fiscal management
• Develops and coordinates assessment plans for the administrative unit

General Expectations

Employees are expected to accomplish assigned duties in an efficient, effective and competent manner and to strive for improvement and excellence in all work performed.

Employees must understand the mission and demonstrate the core values of the University. Additionally, demonstrate the ability to work with diverse personalities, and harmoniously with students, faculty and staff, and the public.

Employees are expected to follow and abide by all University policies, rules, regulations and guidelines.

Education & Experience Requirements

• Earned Master’s degree from an accredited institution
• 6 years or more of progressive, successful experience in higher education management in a Registrar’s office and / or Academic Advising setting
• Comprehensive experience of : academic record keeping, registration activities, commencement activities and protocols, academic advising policies, transfer credit evaluation and policies, curriculum management and development, enrollment related trends and activities, budget planning and preparation, strategic planning, goal setting and accomplishment, institutional research

Knowledge, Skills and Abilities

• Knowledge of and ability to follow university policies and procedures
• Ability to establish and maintain effective working relationships with the campus community
• Working knowledge and application of FERPA, related Federal regulations, SEVIS / PDSO policies and procedures; AACROA policies for academic record keeping and transfer credit;

higher education policies and procedures and student service / retention theories; experience with NC-SARA

• Working knowledge of SIS integrated systems, preferably Ellucian Colleague, academic room scheduling software, document imaging and other relevant applications
• Curriculum development / management experience
• Demonstrated knowledge and in-depth experience of statistics and higher education data and reporting
• Understanding and dedication to the Catholic university model
• Success in project management with the ability to organize, lead, motivate successful teams
• Possess excellent organizational, communication, customer / student service, decision-making, judgement, problem-solving, and delegation skills
• Demonstrated success in setting and accomplishing goals
• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community
• Knowledge of space allocation practices and principles
• Ability to use independent judgment and to manage and impart information to a range of clientele
• Ability to analyze course prerequisites, certification, and / or curriculum / graduation requirements
• Knowledge of NCAA rules and certification of student athlete eligibility
• Ability to foster a cooperative work environment
• Knowledge of records retention and / or destruction policies and procedures
• Highly functional knowledge of Microsoft office suite, SSRS reporting and other relevant applications
• Ability to accomplish goals with limited resources and personnel
• Ability and flexibility to prioritize, regroup and strategize
• Ability to use computer systems, various software applications, and communicate effectively
• Ability to lead a team proving support and motivation; work with people’s strengths and interests to build the team

Work Environment

Operates in an office environment, that may have frequent interruptions. The area is well-lit, temperature controlled and free from hazards.

Noise level is generally quiet to moderate.

Physical Requirements

Communicates frequently, in person, over the phone, or via a computer. Hearing is needed for extensive telephone and in person communication.

Regularly required to sit for long periods of time; use hands to finger, handle or feel; reach with hands and arms. Manual dexterity is needed in order to operate a computer keyboard.

Operates standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Must be able to lift boxes, 20+ lbs.

containing diplomas, a laptop, catalogs, etc.

Certification / Licensure

Act 153 Clearances (Act 34 PA Criminal Background, Act 151 PA Child Abuse History, Act 114 FBI Clearance).

Other Important Information

May be required to work on evenings and weekends as needed. Should teleworking become available, or necessary, employee must be willing and able to perform all parts of this job description while working from home, on campus or a combination, and be proficient or willing to become proficient in the technology needed to work remotely.