Position Purpose The Senior Associate Registrar, Academic Records is an integral member of the Registrar's leadership team and is responsible for performing complex duties which require in-depth knowledge of academic policies and the PeopleSoft student enterprise system. The Senior Associate Registrar determines and prioritizes goals and user needs, assists in policy development, and analyzes, interprets, and recommends administrative practices and procedures. The Senior Associate Registrar manages the student enterprise system and the integration of Jesuit School of Theology data; develops, implements, and maintains the PeopleSoft academic advisement module for undergraduates; supports that department of Athletics in all NCAA matters; supervises the evaluation and posting of academic credit; supervises enrollment verification and transcript production; and cultivates a team environment dedicated to serving faculty, staff, and students.
Specifically, the Senior Associate Registrar:
Serves as the University liaison to the Jesuit School of Theology (JST) and helps the School implement the use of the student records module within the PeopleSoft student enterprise system;
Is responsible for the development, implementation, and maintenance of the PeopleSoft academic advisement module for undergraduate majors and minors. It is a complex program designed to support student achievement and success by evaluating academic progress in relation to the individual student's academic program. It also provides faculty an electronic tool to support academic advisement;
Is responsible for having knowledge of applicable NCAA rules that impact student registration and academic standing, and maintaining communication with Assistant Athletic Director for Compliance to keep abreast of the latest NCAA compliance modifications and updates.
Supervises staff members who are responsible for the evaluation and posting of undergraduate transferable credits, and works with staff to evaluate articulation agreements and to improve transfer processes and procedures;
Supervises staff responsible for the production of official university transcripts and enrollment verification; assists with individual transcript issues as necessary; and works towards improving transcript production technologies, including increasing electronic transcript percentages;
Is responsible for cultivating a strong team environment where participation, professionalism and customer service are critical to providing outstanding customer service; establishing strong communication channels across campus; and maintaining effective relationships with students, faculty and administrative staff;
Uses the query tool in PeopleSoft to analyze data and to make recommendation based on the analysis.
In the absence of University Registrar the Senior Associate Registrar will attend various policy committees. This position will also take a lead in implementing the next university enterprise system.
Essential Duties and Responsibilities Manages the Integration of Jesuit School of Theology into the Student Enterprise System (20%)
Works with staff at Jesuit Theology School (JST) to integrate the School into the PeopleSoft student enterprise system
Assists in the development of an academic structure, course catalogue, and registration process
Develops queries and reporting tools for JST
Develops documentation and provides training on the use of the enterprise system
Supervises three Record Analysts, an Enrollment Verification and Transcript Specialists, and student workers: (25%)
Hires, trains, supervises and evaluates four staff
Develops and delivers training for, and oversee staff in procedures and etiquette of student services, University and Office of the Registrar policies and procedures, and FERPA regulations
Provides training and supervision to record analysts in performance of data analysis, reviews electronic and paper files, monitors student degree progress, integrity of commencement program, ordering of diplomas and awarding degrees
Provides training and supervision to one record analysts in the evaluation and data entry of domestic and international transfer credit, study abroad transcripts and the production of transfer credit evaluation reports
Determines the required number of student assistants to meet the Office of the Registrar school year and summer needs
Monitors production of official transcripts as well as enrollment verification
Supervises evaluation of domestic and international transcripts as well as data entry of transferable credit
Oversees student assistants in assigned clerical duties and on the PeopleSoft system as needed
Manages the timely and accurate reporting of enrollment status and degree data to the Veterans' Administration (VA) to ensure continued payment of VA benefits to eligible students covered under the GI Bill
Works with Assistant Athletic Director for Compliance to keep abreast of the latest NCAA compliance modifications and updates, ensures data integrity on reports regarding student athletes that are sent to NCAA
Develop quarterly NCAA compliance reports
Manages Degree Audit Implementation and Maintenance: (25%)
Reviews University, College, School, major and minor requirements
Meets with department chairs to outline structure for degree audit program to verify graduation requirements
Designs degree audit reports to meet the needs of the individual departments using the PeopleSoft academic advising module
Programs the degree audit module for each college/school, major and minor utilizing the PeopleSoft academic advising module
Designs and presents training materials for faculty and staff on the use of the degree audit
Documents process and structure for individual program set-ups
Records additions and changes to individual program structure
Researches and resolves identified degree audit report problems
Performs and supervises complex data analysis to ensure all University Core, department, major and minor requirements are completed prior to degree conferral.
Maintain the integrity of student academic records: (25%)
Reviews student files to ensure accurate and proper documentation is maintained
Works closely with students on degree requirement and registration issues
Develops processes and procedures for evaluating and entering transfer credit, domestic and international to ensure students receive appropriate and accurate academic credit towards undergraduate degree
Supports academic advising as a resource on student academic record/history and University academic policies and procedures to ensure that students receive appropriate academic guidance
Updates student academic records as requested and resolves problems which require an in-depth knowledge of the Student Records module of PeopleSoft student database
In collaboration with academic department chairs and faculty and academic advisors, evaluates student's academic progress to resolve issues related to degree completion
Manages detailed record review and makes final determination of student's degree completion status
Evaluates grade point averages to determine honors as well as graduation requirements.
Notifies students of any graduation deficiencies
Provides information to the campus community regarding degree progress, registration, academic credit, and Office of the Registrar policies and procedures
Researches and resolves problems affecting registration and academic records under University and FERPA guidelines
Researches and provides clarification on academic policies and procedures
Supervises the evaluation and posting of student Advanced Placement and International Baccalaureate test scores
Develops procedures to facilitate the development and maintenance of automated test score entry and reporting processes
Reviews and updates the Advanced Placement and International Baccalaureate section of the Undergraduate University Bulletin as directed
Develops Policies and Procedures in the Office of the Registrar: (5%)
Develops and recommends procedures to maintain academic history and recommend policy to the University Registrar
Reviews and updates office business processes and practices
Develops, produces and maintains a comprehensive Office of the Registrar policy and procedures manual
Perform other duties as assigned by the University Registrar
Provides Work Direction Supervises three Record Analysts, an Enrollment Verification and Transcript Specialists, and student workers
Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.
Physical Demands The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.
Considerable time is spent at a desk using a computer and phone.
Required to travel to other buildings on the campus.
Work Environment The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.
Typical office environment.
Mostly indoor office environment with windows.
Offices with equipment noise.
Offices with frequent interruptions.
Ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment
Understanding of and a commitment to quality customer service
Excellent oral, written, and presentation skills
Excellent organizational and time management skills
Demonstrated ability to develop and maintain professional relationships
Demonstrated ability to handle complex and difficult communications and interactions with professionalism; must maintain confidentiality of sensitive materials
Computer literacy with proficiency in word processing, e-mail, Excel, Access, the PeopleSoft Student Administration System
Supervisory experience is required
Demonstrated ability to analyze and resolve complex problems
Demonstrated ability to work with persons of diverse backgrounds
Education and/or Experience
Bachelor's degree, Master's degree preferred, with a minimum of 8 years of experience in a University setting
Posting Detail Information
Open Until Filled Yes
EEO Statement Santa Clara University is an Equal Opportunity/Affirmative Action employer, committed to excellence through diversity and inclusion, and, in this spirit, particularly welcomes applications from women, persons of color, and members of historically underrepresented groups. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity or expression, age, status as a protected veteran, status as a qualified individual with a disability, or other protected category in accordance with applicable law. The University will provide reasonable accommodations to individuals with a disability.
Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website. To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.
About Santa Clara University Santa Clara University is a comprehensive Jesuit, Catholic university located in California's Silicon Valley, offering its 8,800 students rigorous undergraduate curricula in arts and sciences, business, and engineering, plus master's, Ph.D., and law degrees.
Santa Clara University does not sponsor work visas for staff positions. If hired, individuals must independently provide proof of their eligibility to work in the United States.