Assistant Registrar Job at Wheaton College (IL)
Assistant Registrar
Job Overview
- The Assistant Registrar provides management and oversight of the functions, systems, and personnel that are generally associated with the academic catalog, curriculum, degree evaluations, student curricular changes, and degree completion at Wheaton College. This position is responsible for reviewing curriculum proposals, adjusting Banner and Degree Works curricular data, and adjusting student degree evaluations. It is also responsible for overseeing records organization and retention, curricular changes to student records, and the production of the catalog. This position leads a sub-team of the Registrar’s Office and is familiar with all functions of the team. This position works collaboratively with the Academic Advising Office and Graduate School.
- The Assistant Registrar reports to the Registrar. The Assistant Registrar supervises one or two other full-time staff in the Registrar’s Office.
- This position does not have budgetary management or oversight.
- This position is full-time, 12 month, and salaried. Will occasionally require some evening and weekend hours.
Duties and Responsibilities
- Oversee the catalog and curriculum revision processes and related changes in degree evaluation software.
- Oversee the production and publication of the catalog.
- Maintain a working knowledge of academic programs, policies, and procedures and serve on related committees as needed.
- Serve as the lead Degree Works scriber. Use logical Scribe coding so that curriculum requirements appear online for students and advisors and are met as students register and successfully complete courses.
- Update the Banner student information system and Degree Works degree evaluation software with updates to programs and courses. Ensure data integration between the two systems. Maintain a list of active programs by catalog year for reference by internal and external audiences.
- Seek solutions with CourseLeaf, Ellucian, and Strata Information Group representatives as needed.
- Update individual undergraduate student degree evaluations with exceptions (substitutions and waivers). Process undergraduate students’ change of catalog year and adjust degree evaluation as necessary. Monitor degree evaluation exceptions with data integrity reports.
- Record completion of non-Wheaton courses or degree requirements in the student information system.
- Oversee and assist with awarding degrees or other credentials to students.
- Oversee the organization, retention, and disposal of electronic student education records in the Registrar’s Office.
- Utilize document management system for maintaining student records. Follow best practices for records retention.
- Serve as a back-up for all functions within the Catalog and Curriculum team. Provide back-up for the Registrar and Associate Registrar.
- Assist with the Commencement ceremonies as assigned.
- In the absence of the Registrar and Associate Registrar, oversee the operations of the Registrar's office.
- Other duties as assigned.
This job description is intended to represent key areas of responsibilities; specific assignments may vary from time to time, and other duties may be assigned.
Qualifications
- Bachelor’s degree required.
- 3 years progressively responsible experience within an administrative office setting, preferably higher education. Previous Registrar’s Office experience desired.
- Working knowledge of Microsoft Office suite is necessary. Working knowledge of relational databases is desired; Banner preferred.
- Effective oral and written communication skills.
- Ability to interact professionally and effectively with faculty, students, administrators, and staff.
- Excellent attention to detail.
- Ability to think critically and solve complex problems.
- Proven self-starter and able to work independently and as part of a team.
- Must be able to handle sensitive, confidential information in a mature, professional manner and be familiar with FERPA.
Physical Requirements
The employee is regularly required to sit, talk, hear, and type; frequently required to use repetitive hand motion.
FLSA Status - Exempt
As a Christ-centered community, Wheaton College faculty and staff must affirm the College’s Statement of Faith as expressing their own theological convictions and agree to live by the moral standards in Wheaton’s Community Covenant, modeling these commitments for the Christian formation of our students. Wheaton College faculty and staff also support the Christ-Centered Diversity Commitment which highlights our desire to treat all individuals as equal image-bearers of Jesus Christ through diversity, inclusion, justice and unity.
Updated March 1, 2023
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