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Assistant Registrar for Records Management - Office of the University Registrar - Academic Affairs

Repost and Revised Job Description as of 8/18/2021

Salary: Commensurate with experience
Location: Office of the University Registrar – Division of Academic Affairs
Position Status: Full-time, Exempt
Requisition Number: 10-593 Position Number: 
238403


POSITION:

The Assistant Registrar for Records Management is responsible for the maintenance of student information for all Duquesne University students (excluding Law). The Assistant Registrar maintains student schedule changes and records updates, and ensures the fulfillment of transcript orders. This work includes evaluating and interpreting policies related to academic records such as registration, grade changes, advanced standing, withdrawals, leaves, probation, suspension, dismissal, and graduation, and ensuring records are accurate and complete. The Assistant Registrar is also responsible for reviewing students' academic work for degree compliance and determining if students have fulfilled University degree requirements in order to graduate.

The incumbent must interpret and adhere to the University’s academic policies and procedures, requirements for graduation, and regulations related to registration, etc., The position requires managing confidential and sensitive student information, and the incumbent must adhere to strict confidentiality measures including compliance with the Family Educational Rights and Privacy Act (FERPA). The incumbent must work directly with students and campus offices to address questions, concerns, or issues regarding student and academic records, policies, and procedures.

The Assistant Registrar for Records Management reports to the Associate Registrar for Academic Records.

DUTIES AND RESPONSIBILITIES:

Maintains student record information utilizing the Banner Student System. This includes evaluating and interpreting policies related to academic records such as registration, grade changes, advanced standing, withdrawals, leaves, probation, suspension, dismissal, and graduation, and ensuring records are accurate and complete. Ensures that the student records transactions are conducted in an efficient, accurate, and compliant manner.

Assists in the preparation of Graduation Reports for all degree candidates three times annually. Collects and analyzes data to track and monitor degree status and student progress. Appropriately interprets and applies University policies in the evaluation process. Ensures that all University policies have been met and that the student academic record is factually correct and accurate. Assists with the coordination and preparation of the Commencement Program and activities associated with degree clearance and graduation.

Assists students and academic advisors with resolutions to questions regarding student records, transcripts, grades, and graduation. Communicates with students and University staff members regarding student records. Works collaboratively with schools, students, and faculty to communicate policies and procedures.

Observes and evaluates operations, activities, and procedures. Acts as a knowledgeable source of information regarding student records, registration and graduation policies, procedures, rules, and regulation that impact student outcomes. Provides input to Associate Registrars and University Registrar to propose and advance processes, systems, and reporting to enhance the student experience and office services.

Works with appropriate parties when needed including but not limited to Financial Aid, Student Accounts, Academic Departments, Legal Affairs, International Programs, and Office of Admissions to research and resolve issues and problems. Follows through with schools, departments, and students to ensure that resolutions are correctly identified and communicated accordingly.

Provides service excellence through courteous, informed, accessible, and professional engagement.

Assists with related work and special projects as assigned.

Performs other related job duties as assigned by the University Registrar.

REQUIREMENTS:

The successful candidate will have earned a Bachelor’s degree from an accredited institution and a minimum of 2 years’ relevant work experience in a higher education setting, preferably a Registrar’s Office.

Candidates must possess strong analytical skills and the ability to interpret and apply academic policies in the evaluation of students' records.

The incumbent must communicate effectively with University personnel, students, faculty, staff, parents, alumni and possess the ability to handle complex and sometimes difficult communications with tact and sound judgment.

Additional required skills include but are not limited to the following: 

  • Ability to create and maintain complex records and files;
  • Knowledge of PCs and software, preferably Microsoft Office, including Word, Excel, Access; 
  • Proficiency with email and internet use; strong presence of investigative, problem-solving,  and critical-thinking skills;
  • Effective organizational, interpersonal,  written, and verbal communication skills;
  • A strong customer service orientation;
  • Ability to work independently and without supervision on responsible and confidential assignments; Ability to use sound judgment in decision-making;
  • Ability to evaluate complex issues, determine appropriate courses of action, and propose solutions; Ability to analyze data;
  • Ability to collaboratively work with committees and teams to reach consensus;
  • Ability to promote and adapt to change;
  • Sensitivity to the rights of individuals to be treated with dignity and respect as related to the mission of the University.

Applicants must also be willing to contribute actively to the University Mission and to respect the Spiritan Catholic identity of Duquesne University.  The Mission is implemented through a commitment to academic excellence, a spirit of service, moral and spiritual values, sensitivity to world concerns, and an ecumenical campus community.

Preferred Requirements:

Technical experience and experience with student information systems. 

APPLICATION INSTRUCTIONS:

Interested candidates must submit a cover letter, resume, and contact information for three professional references for immediate consideration.

Catholic in its mission and ecumenical in spirit, Duquesne University values equality of opportunity as an educational institution and as an employer. We aspire to attract and sustain a diverse faculty and staff that reflects contemporary society, serves our academic goals and enriches our campus community. We particularly encourage applications from members of underrepresented groups and support dual-career couples through our charter membership in this region's HERC (http://www.hercjobs.org/oh-western-pa-wv/).

We invite applicants for this position to learn more about our university and its Spiritan heritage by visiting http://www.duq.edu/about/mission-and-identity/mission-statement. Those invited to campus for an interview may be asked about ways in which they see their talents contributing to the continued growth of our community and furthering its mission.


Duquesne University was founded in 1878 by its sponsoring religious community, the Congregation of the Holy Spirit. Duquesne University is Catholic in mission and ecumenical in spirit. Motivated by its Catholic identity, Duquesne values equality of opportunity both as an educational institution and as an employer.