POSITION DETAILS

Req ID:
req19522
Position Title:
Assistant Registrar
Position Type:
Staff Full-Time
Position Number:
632016
OSU Campus:
Oklahoma City
Department:
Registrar & Records
Location Address:
900 N. Portland, Oklahoma City, OK 73107 USA
Hiring Supervisor:
Hank Lankford
Hiring Range:
(Contingent upon available funding):
43,784.00 - 45,353.36, Salary
Work Schedule:
Monday - Friday, occasionally include some evenings and weekends.
Faculty Appt Period:
Job Summary:
Job Summary:
The Assistant Registrar manages the institutional class schedule, prepares NSC data for submission in coordination with campus partners, and maintains the official catalog. This position also oversees the analysis and assessment of academic and non-collegiate records for accurate evaluation of transfer credit and provides departmental training on the same. The Assistant Registrar has some supervisory duties within the Office of the Registrar and acts as a liaison with academic departments and advisors concerning areas of responsibility that fall within the scope of the position.

Essential Job Functions:

• Interpret and communicate academic policies, ensuring compliance with institutional, state, and federal standards.
• Manage and provide content knowledge and training on processes and procedures for transfer evaluation and transfer credit application following strict policies and data standard guidelines. Provides support and direction for Registrar Specialists to ensure timely updates to student records in collaboration with Admissions and Financial Aid Departments.
• Manage policies and procedures related to prior learning assessment such as credit by exam and advanced standing credit for industry recognized certifications and training.
• Prepares NSC data for submission in coordination with campus partners and assists with ongoing review of student records and assists with data corrections as needed for internal and external reporting.
• Serves as the technical manager of section level catalog maintenance including annual catalog updates in response to changes in policy, procedure or curriculum changes and coordinates with departments in the offering of approved courses. Assists with various Registrar Office technical processes such as updates to term controls, academic calendars, and registration functionality.
• Retain accurate student records and maintain student confidentiality by observing policies related to student privacy (FERPA).
• Provide frontline Registrar Services support and provide supervision to select Registrar Specialist team members.
• Respond to inquiries promptly to support student retention and satisfaction.
• Support campus wide retention and enrollment initiatives.
• Participate in departmental documentation and process improvement efforts; exhibit an understanding of this positions role in the campus semester plans, standard operating procedures, key performance indicators, etc.
• Serves as the immediate back-up for the Registrar.
• Completes all mandatory training and participates in meetings and professional development activities.

• Performs all duties as assigned.

  The duties listed in this job description are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
  Special Instructions to Applicants

EDUCATION & EXPERIENCE

Position Qualifications:

EDUCATION:

Bachelor’s degree or equivalent of Associate degree with two or more years of work experience above the minimum qualifications.

Work Experience:

• Minimum of three years progressively responsible work experience.
• Experience working in a fast-paced and/or customer service rich environment.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Ability to manage multiple tasks and prioritize effectively with high degree accuracy and attention to detail.
• Ability to coordinate in the determination of departmental goals and priorities.
• Must be adaptable to performing under moderate levels of stress, imposed by frequent deadlines, peak workloads and public/student interactions.
• Strong interpersonal skills and ability to communicate diplomatically, clearly, and effectively, both verbally and in writing to exchange information, give/receive instructions and respond to inquiries appropriately with all students, faculty, staff and community partners.
• High degree of initiative to work independently and also collaborate in a team environment.
• Demonstrated knowledge of office technologies including but not limited to: office computers, fax machines, scanners, internet, Microsoft Office (Word, Excel, Outlook).
• Accurate typing/data entry skills and demonstrated ability to work with attention to detail.
• Ability to work independently and also collaborate within a team environment.
• Ability to use analytical and critical thinking skills to interpret written policies and procedures.
• Ability to perform basic math functions.
• Experience and confidence speaking in front of students/customers.
• Passion for assisting customers and representing the OSU-OKC and OSU brand with positivity and professionalism.
• Demonstrated history of ethical and professional behavior.

PREFERRED QUALIFICATIONS:

• Previous work experience in a college Registrar’s Office or related field.
• Extensive experience related to records management, preferably through the utilization of databases and/or student/client information systems.

PHYSICAL REQUIREMENTS:

• Duties require extended periods of sitting, talking, and listening.
• Duties require extensive use of computers, telephones, and other office equipment.
• Requires possible lifting of up to 25 lbs. (If an object weights more than 45 lbs., OSU-Oklahoma City requires this to be a two-person lift).
  The work environment and physical demands described here are representative of those required by an employee to perform the essential functions of this job with or without reasonable accommodation.
  Oklahoma State University (OSU) strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, OSU conducts pre-employment background checks on final candidates. Offers of employment are contingent upon the successful completion of a background check. The type of background check conducted varies by position and can include, but is not limited to, criminal (felony and misdemeanor) history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will be conducted when required by law or contract and when, in the discretion of the university, it is reasonable and prudent to do so.
  Oklahoma State University, as an equal opportunity employer, complies with all applicable federal and state laws regarding non-discrimination and affirmative action. Oklahoma State University is committed to a policy of equal opportunity for all individuals and does not discriminate based on race, religion, age, sex, color, national origin, marital status, sexual orientation, gender identity/expression, disability, or veteran status with regard to employment, educational programs and activities, and/or admissions. For more information, visit eeo.okstate.edu.

Please refer the Job description for details