University Registrar

Description:

The University Registrar is a senior management and key leadership position within Carlow University. Reporting directly to the Provost and Vice President for Academic Affairs, the Registrar plays a critical role in the development and implementation of policies affecting enrollment and retention. This position participates directly in academic and management decision-making of academic standards, management of student records, program planning, and policy assessment. The Registrar oversees the administration of academic policies and procedures, provides counsel to students, faculty, and the general public concerning the Carlow University academic programs, and participates in university governance through key committee work.  

ESSENTIAL DUTIES AND RESPONSIBILITIES

General

  • Provide leadership and supervision of the Office of the University Registrar for its daily operations and strategic direction.
  • Develop and publish operational policies, procedures, and process flows for efficient acquisition and management of student, faculty, and staff data and records; conduct ongoing system audits to ensure data integrity.
  • Ensure faculty and staff understand and follow academic policies and procedures.
  • Organize and coordinate activities and personnel in the registrar's office, and integrate registrar functions with the operation of the Student HUB.
  • Prepare and control the departmental budget.
  • Research, analyze, and resolve student requests and questions as they relate to grades, transcripts, and other records.

Registration

  • Coordinate course scheduling and registration processes.
  • In coordination with student services, admissions, deans, and controller, ensure all students are properly registered in the student information system for each term of study.
  • Ensure all course withdrawals, leaves of absence, withdrawals from school, and other related events are properly documented in the student information system.
  • Maintain and publish course curricula as appropriate and ensure course rosters, sessions, descriptions, hours, and related elements are updated in the student information system.

 Records Management

  • Collect, record, maintain, and report on student academic data and records including, but not limited to, grades, registration data, transcripts, diplomas, enrollment verification, and other documents in compliance with regulatory, governmental, accreditation, and similar agencies.
  • Manage the processes associated with academic standing in conjunction with the college deans.
  • Ensure timely and efficient recording of student grades in the student information system; troubleshoot and resolve grading issues with faculty members on Web Advisor; reconcile missing, incomplete, and in process grades.
  • Provide oversight of transfer equivalencies and PA TRAC updates.
  • Maintain and refine records management system for efficient and secure management of student, faculty, staff, and other institutional data and records.
  • Work collaboratively with other areas involved in student services such as the financial aid and bursar's offices to ensure accuracy of student records. Oversee accurate, complete, and timely data transfer for fiscal and financial aid reporting. 
  • Utilize existing or develop new systems to support efficient storage and retrieval of information in keeping with industry best practices and established policies and procedures of the university.
  • Define and publish procedures for students to obtain transcripts and other information of record.

Graduation and Commencement Activities

  • Oversee the coordination, evaluation, and certification of all petitions for graduation including but not limited to grade reviews, degree audits, assignment of graduation dates, and production and distribution of diplomas.

Reporting

  • Work closely with Institutional Research, Effectiveness, and Planning on data analysis and accreditation requirements.
  • Prepare statistical reports regarding student profile, academic performance, graduation/attrition rates, and other metrics as needed for planning and development of institution and/or reporting to regulatory, governmental, and other similar agencies.

Technology

  • Provide strategic leadership and develop appropriate recommendations for the implementation of related technology applications in support of enhanced services offered through the Office of the University Registrar.

Other

  • Perform duties associated with veterans' benefits and certifying functions; ensure compliance with DoD Memorandum of Understanding.
  • Develop, maintain, and publish the student handbook and catalog.
  • Collaborate with administrators, deans, faculty, IT, and counselors to facilitate and improve services to students, including student handbook, catalog, and registration/records policies.
  • Provide outstanding service to students, faculty, staff and administration by providing accurate and detailed responses to inquiries based on established procedures and best practices. Communicate, as necessary, changes in registration process through Schoology, Outlook, and/or other university communication forums.
  • Provide training to support staff, faculty, and others on requirements for requests for student information as it relates to FERPA.
  • Create the official academic calendar each year.
  • Collaborate with academic departments to update program evaluations.
  • Provide leadership/service on university committees.
  • Represent Carlow University through professional organizations and partnership affiliations.
  • This list of primary duties is a representative summary of the major duties and responsibilities of the University Registrar. The Registrar's duties and responsibilities may vary based upon departmental needs.

QUALIFICATIONS

The ideal candidate will:

  • Have a master's degree or equivalent combination of education and experience with 5 or more years of increasing responsibilities in registrar or related university services.
  • Bring to the office a creative and technologically advanced approach to all registrar functions.
  • Exhibit skills and attitudes that reflect effective customer service, excellent communication, and interpersonal skills.
  • Have demonstrated the ability to lead project teams in a complex environment that involves technology personnel and end-users.
  • Have significant experience in database management, web-based registration, and report analysis.  Carlow University uses the Ellucian/Colleague  system, Schoology LMS, and TargetX/SalesForces CRM.
  • Have demonstrated leadership skills to work productively and harmoniously with faculty, staff, students, and external constituencies.
  • Have a commitment to Carlow University's Mercy mission and core values.

Carlow University employees commit themselves to the highest standards of ethical conduct.  They commit to act with integrity, treat others with respect and dignity, carefully steward the University's resources, avoid conflicts of interest or commitment, maintain confidentiality, and to comply with legal and professional obligations.

Send cover letter and resume to HR5@carlow.edu   .

Carlow University is an Equal Opportunity/Affirmative Action Employer. We strive for a campus that reflects our urban setting and is inclusive of underrepresented groups to enhance our University community.  

Full/Part/FT&PT: Full-time - exempt
Department: Registrar Department
Contact Name/Title: Search Committee
Contact Address: Carlow University 3333 Fifth Avenue Pittsburgh, PA 15213
Contact Email Address: HR5@carlow.edu