Assistant Registrar for Undergraduate Studies

Registrar
Full-time
40 hours/12 months
May 13, 2019

Summary

The assistant registrar for undergaduate studies is responsible for the review, evaluations, equation, and processing of transfer credit for new, continuing, and returning students. The assistant registrar provides professional assistance and serves as a resource for students, staff, and faculty in determining appropriate interpretation and application of university policies and procedures as they relate to entering students at both the graduate and undergraduate level. The assistant registrar must be a team player actively contributing to the success of the department as a whole, be willing to work in cross-trained areas and with other departments within the university setting.

Responsibilities

  • Verifies appropriate entering credentials for all incoming students (undergraduate and graduate) and confirms appropriate documentation.
  • Reviews and verifies transcripts from national and international institutions as well as verifying the appropriate accreditation status of a transfer institution for both graduate and undergraduate institutions.
  • Analyzes individual courses and reviews course descriptions to determine initial equivalency with CIU courses, including core curriculum equivalencies.
  • Accurately creates the official credit evaluation and transfer articulation information on the university's student information system (Jenzabar EX).
  • Evaluates military, advanced placements, CLEP, IB, and any other credit by exam.
  • Researches and resolves credit evaluation issues.
  • Communicates with internal and external stakeholders regarding transfer credit policies, procedures, and decisions. Responds to phone and e-mail inquiries related to these issues.
  • Maintains accurate and timely course articulation information in Jenzabar EX including articulation catalogs, transfer institutions academic and contact information, grade scales, etc.
  • Assigns faculty advisors and communicates with both the student and the advisor regarding this assignment.
  • Comprehensive transfer data entry to include all transfer work. Both financial aid and athletics depend on our transfer data entry to manage scholarships and NCCAA eligibility respectively.
  • Understands and applies policy and procedures related to FERPA and American Association of Collegiate Registrars and Admissions Officers [AACRAO] record retention guidelines and transfer recommendations.
  • Provides on-call, quality assistance to faculty, staff, current students, alumni and external constituencies.
  • Early, entrance advising and pre-registration for incoming undergraduate students.
  • Comprehensive transfer data entry to include all transfer work. Both financial aid and athletics depend on our transfer data entry to manage scholarships and NCCAA eligibility respectively.
  • Coordinates registration and record processes to integrate with and affect the processes of other university departments.
  • Executes computer coding and set up for new academic year including registration, orientation, semester start-up services and working within our intranet and with internet.
  • Assists and works with other university departments in the publication of annual academic catalog.
  • Assists with commencement planning and ceremonies.

Qualifications

  • Knowledge of all Microsoft Office software and able to learn and use institutional software systems.
  • Ability to organize work effectively, conceptualize and prioritize objectives, and exercise independent judgment based on an understanding of organizational policies and practices.
  • Ability to establish and maintain effective work relationships with students, faculty, staff, and the public.
  • A working knowledge of database functions including accuracy in data entry, data reports, and word processing;
  • Ability to communicate effectively and graciously, both orally and in writing.
  • Ability to organize work effectively, conceptualize and prioritize objectives, and exercise independent judgment based on an understanding of organizational policies and practices.
  • Ability to establish and maintain effective work relationships with students, faculty, staff, and the public.
  • A working knowledge of database functions including accuracy in data entry, data reports, and word processing;
  • Ability to communicate effectively and graciously, both orally and in writing.
  • Previous experience interpreting transfer credit is desired.
  • Knowledge of university policies and procedures.
  • Experience utilizing administrative software (e.g. Jenzabar EX) and web design.
  • 2 year’s work experience in a higher education academic environment.
  • Baccalaureate degree required.