Assistant Registrar - Erie, United States - Gannon University

Description

Position Title Assistant Registrar Posting Number AS808P Subdivision Inst.
Research,Assmt.&Analytics Division Planning and Strategy Department Registrar's Office Location Erie, Pa Position Summary

The Assistant Registrar assists in the oversight of the daily operations of the Registrar's Office alongside the Associate Registrar and Registrar and in driving automations and streamlining processes to create operational efficiencies that will enhance the student and employee experience across the university.

The Assistant Registrar will be the lead representative from the Registrar's Office for exciting university events surrounding Commencement, and with other opportunities for engagement during new student Orientation and faculty trainings.

The Assistant Registrar will serve on various university committees and fulfill requests for information and reports to fully understand the impact of their work and make important connections with colleagues across campus.

ESSENTIAL FUNCTIONS:

Understands and supports the Christian commitment of the University in its essential Catholic definition and assists in the implementation of that essential definition through the philosophy and policies of the Registrar's Office.

The successful candidate will have excellent communication and critical thinking skills, collaborative spirit, and continuous-improvement mindset.

This position will work closely with campus partners, students, and alumni to improve processes in support of the University's Purpose Statement to transform lives by embodying the University Service Standards of Respect, Well-Being, Engaged, and Seamless.

• Researches, recommends, implements, and trains on technology to enhance services through the Registrar's Office, including those relevant to Ellucian products Colleague UI and Self-Service Student Planning, Entrinsik Informer, Microsoft 365 automations, the National Student Clearinghouse, Ad Astra, Parchment, CourseDog, etc.
• Assists the Registrar and Institutional Research, Assessment & Analytics with internal and external reporting, including for accreditation, grants, federal financial aid, retention and revenue, and more.
• Promotes the Registrar's Office and University mission to employees, students, families, alumni, community members and donors, including the opportunity to present to prospective students and families at Orientations and colleagues at faculty orientations, advisor trainings, and program/department or school/college meetings.
• Serves on university committees as appropriate, including topics such as athletics compliance, enterprise and applications, academic affairs policies, etc.
• Supervises the Registrar's Office student worker team, including recruitment, selection, scheduling, time approval, and training. Training includes facilitating professional development for student and colleague team alongside the Registrar focused on expanding skillsets and service environment toward university initiatives and goals.
• Serves as Registrar's Office lead for Commencement procedures, including managing graduation applications and regalia orders, communicating information to graduates at Commencement Kickoff event, organizing student processional line-up with volunteer help, reporting graduate statistics, ensuring the accuracy of student program listings, including honors and awards, and creating reader cards for Deans, etc.
• Manages the degree conferral process for graduation each semester, including working with college Dean's offices to certify academic evaluations, processing course substitutions as necessary, and facilitating the diploma issuance through Parchment.
• In collaboration with the Associate Registrar, make updates to program and student academic evaluations to align with changes to the academic catalog through the academic affairs process.
• Manages and oversees the process for grading, including 4-week, midterm, and final grades, including sending grade reports to advisors, following up on past-due grades, verifying grades for transcripts, pass/fail designations, grade changes, incomplete grades, and repeat courses.
• Coordinates the Registrar's Office actions for temporary and complete withdrawals, including ending active programs and advisors, dropping and grading enrolled courses, and scanning relevant files to student's academic record.
• Assists the rest of the team with Registrar's Office processes as necessary, including: verifications, transcript processing, course data modifications, student registration, student information updates, major and minor changes, advisor changes, email correspondence, scheduling final exams, and more, as necessary.
• Understands and implements Family Education Rights and Privacy Act (FERPA) guidelines, and assists with promoting FERPA education for employees across campus and university guests.
• Participates in professional development activities, including in-service, seminar, and conferences to stay abreast of best practices and software updates to enhance operations.
• Participates in opportunities to engage with students across the university by accompanying ABST (Alternative Break Service Trips), and facilitating T.R.A.V.E.L. (Transforming Residents Abroad via Engaged Learning), advising an organization, and/or other small group initiatives.
• Performs other duties as assigned within the scope, responsibility, and requirements of the position.

SUPERVISORY RESPONSIBILITIES:
This position is the primary contact for student workers in the office and those departments involved in their hiring.


CONTACT WITH OTHERS:

Internal:

Has regular contact with students, alumni, faculty and staff, especially Information Technology Services, Cashier's Office, Financial Aid Office, Athletics department, Global Support and Student Engagement Office, Admissions (Undergraduate, Graduate, and Global), Distribution Services, Dean's Offices and Ruskin administration, etc.

External:
Regular contact with external vendors such as Josten's, GradImages, ErieEvents, Parchment, Coursedog, etc.

Required Qualifications

A bachelor's degree in business administration, information systems, education administration or an equivalent.

At least 2 years of relevant work experience in management, business, education, customer service, or a related field.

The ability to apply principles of logical thinking to define problems, collect data, establish facts and draw conclusions; the ability to write manuals and critiques; the ability to work under time pressure, prioritize and change tasks, and respond quickly and calmly to urgent situations; the ability to balance details and overall vision in supporting events; the ability to communicate effectively with multiple constituents to exchange ideas, information, and opinions including coworkers, supervisors, and colleagues, students, parents, alumni, and other external contacts; strong Microsoft Office software (Word, Excel, Outlook, Teams, PowerPoint, SharePoint, Lists, Forms, Power Automate, etc.).

Preferred Qualifications

A master's degree in business administration, information systems, education administration or an equivalent.

Knowledge of changing local, state and federal mandates (e.g. FERPA, Title IX, ADA/504, etc.).

Physical Demands

Must be able to meet the physical demands associated with a busy office and academic environment.

Work is mostly sedentary and involves the ability to:

occasionally lift carry, push, pull, or otherwise move objects; stand or walk for brief periods; bend and stoop, mostly during academic event seasons.

Work requires finger dexterity, eye/hand coordination, and the ability to:
see small detail within arm's reach. Must be able to hear on the telephone and perform normal conversation.

Exempt Status Exempt Position Classification Professional Position Type Staff Employment Status Full-Time Position Length 12M Hours per Week 37.5 Work Schedule Monday-Friday 8:00AM-4:30PM Shift 1st