Job Title: Director of Enrollment Services/Registrar RANGE: E Department: Student Services Classification:Administrative
GENERAL DESCRIPTION: The Director of Enrollment Services/Registrar provides leadership and innovative advancement of enrollment services, including planning, organizing, facilitating, and evaluating the integrated services, functions and processes of Admissions, Registration, and Records. The Director oversees continuous improvement of cross-functional processes; fosters quality, customer-oriented services; provides relevant enrollment data; directs the preparation of a variety of operational, narrative and statistical reports; maintains the integrity of student transcripts and pertinent records, and the archiving and distribution of academic records; implements new technology to improve student services; assures compliance with academic policies and external agency requirements, and coordinates commencement.
KEY ACCOUNTABILITIES General · Mission & Student Success: Embed the College's mission and values throughout all responsibilities and work, with a focus on student success as the guiding principle to inform decision making. · Relationships: Develops and maintains strong customer service relationships with students, college employees, and community members. · Budget: Develop, administer, and manage budgets, in alignment with College goals and objectives.
Registration · Course Scheduling: Works with Deans, Department Chairs, and Program Coordinators to create and troubleshoot schedules and to set exam schedule. · Course Registration: Oversee the registration process along with scheduled adjustments (drop/add) and withdrawal processes to keep enrollment records accurate. · Academic Calendar: Develop academic calendars in consultation with the Provost and key personnel on campus. · Banner: Work with Information Technology Director and personnel to troubleshoot and research solutions for various Banner-related problems; Provide data reports on enrollment, admissions, registration and student records. · Advisor Trac, Degree Works, and SSB: Help to troubleshoot problems with complimentary software programs used by faculty, students, and staff. · Orientation: Work with Enrollment Management and Advising staff to execute registration sessions for incoming students · National Clearinghouse: Establish, implement, process, and submit monthly reports to the National Student Clearinghouse.
Student Records · Integrity: Ensure integrity of academic records. · FERPA: Assure that access to student records complies with the federal Family Educational Rights and Privacy Act; conduct annual FERPA review for faculty and staff · Grades: Assure accurate transcripts are issued as needed and records of transcript requests are maintained. Direct preparation and maintenance of student permanent records and faculty grades. · Transcript Evaluation: Work closely with the Assistant Registrar on credit transfer for incoming students; review and sign off on transcript evaluations for transfer students, EOP and Dual Credit students, advanced placement, and online students. Evaluate degree progress and graduation. · Course Substitutions and Waivers: Coordinate with Department Chairs, Deans, and Program Coordinators to determine appropriate course substitutions and waivers. · Withdrawn Student Management: Process exit forms from students who are leaving the college; prepare bi-weekly withdrawal report for Senior Leadership Team; enter information into Banner. · Graduation Audits: Work with Assistant Registrar to verify graduation eligibility. · Enrollment Verification: Provide enrollment verification information to students, parents, loan agencies, potential employees through personal phone calls, letters, and completion of forms, etc. · Data Reporting: Provide enrollment data to faculty and staff as needed. · International Students: Serve as the Primary Designated School Official in maintaining SEVIS records for international students, answer questions, assist with application processes, and research questions as necessary; apply for recertification as required to maintain certification to host F-1 and M-1 students; research questions for college administration.
Academic Policies · Catalog and Course Schedule: Maintain and edit College Catalog; assure that curriculum and policy changes are reflected in each year's catalog. Coordinate production of course schedule each term, and ensure classroom scheduling. · Academic Policies: Develop academic policies in consultation with the Provost, Deans, and faculty committee. · Implementation of Academic Policies: Implement academic policies for all campuses. · Academic Standing: Oversee evaluation of student standing and send notifications to students; organize suspension appeal process and make recommendations to the Dean of Student Services regarding appeals. · Veterans Affairs: Oversee Assistant Registrar in compliance of Veterans Affairs regulations. · Engagement and Retention: Monitor and intervene with students in academic difficulty.
Commencement · Commencement: Work with Provost, Dean of Student Services, and Assistant Registrar to execute the details of the ceremony; including student files, preparation of graduation list, and mailings.
Other · Supervision: Assign and oversee the work done by staff members in the Enrollment Services Department. Provide direction, resolve work problems, communicate expectations, train and evaluate performance. Develop and ensure participate in professional growth opportunities. · Regulations: Remain current in registration and records requirements of the Higher Educaiton Act (HEA), Family Educational Rights and Privacy Act (FERPA) and state and local regulations governing enrollment services. · Best Practices: Remain current in best practices for enrollment, admissions, registration and records in higher education. Recommend changes to maintain relevance of programs and services. · Service: Serve on academic committees as necessary or assigned, represent the College at appropriate local and state meetings and planning sessions as they relate to the areas of purview. · Special Assignments: Oversee other projects as assigned by the Dean of Student Services.
Performs other duties as assigned.
POSITION REQUIREMENTS Skills and Knowledge · Understanding of and passion for college philosophy, mission, core values, and student success · Expertise in managing academic records and FERPA policy and procedures; comprehensive knowledge of course registration, enrollment, and student record keeping policies and practices · Demonstrated analytical skills to interpret data, identify trends, and anticipate impacts of proposals on policy and practices. Strong background in the effective use of technology, and the application of complex student information systems. · Proficiency with and demonstrable knowledge of higher education technologies, including; computerized student record systems; systems development implementation; computer applications in admissions, registrar services and records management; and Microsoft Office applications, including email, database, spreadsheet, word processing, and presentation programs. · Ability to create, implement and evaluate strategic plans, including formulating long and short-term goals, monitoring expenses, allocating resources, assessing outcomes, and the vision to change processes as needed. · A strong record of professional team building, demonstrated leadership and management ability. · Interpersonal and communication skills to listen and interact effectively with diverse constituents; to communicate technical and administrative information in verbal presentations, as well as written documents and reports; to apply critical thinking skills to solve complex problems.
Experience · Minimum of three years' experience in higher education administration · Minimum of three years' experience working with academic policies and procedures · Minimum of three years' experience within a student enrollment services field or related area in a post-secondary institution, preferably a community college setting, including supervision of professional staff and budget responsibility Education · Bachelor's degree in relevant education area; master's degree preferred
The position description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
Since its founding as a post-secondary education facility in 1964, Umpqua Community College has grown to 15,000 students who are enrolled in one or more classes each year. Umpqua Community College is one of the most picturesque colleges in the country, nestled between beautiful tree-studded hills and overlooking a large bend in the North Umpqua River. Natural volcanic rock and rustic, cedar shake... architecture grace the 14 campus buildings located on a 100-acre plot of land six miles north of Roseburg. Easy access to Interstate 5, exit 129, and mild year-around climate complement the scenic beauty of the campus.