May 31, 2022

Assistant Registrar

  • Harvey Mudd College
  • Claremont, CA, USA
Full-Time Administration Other

Job Description

ASSISTANT REGISTRAR

OFFICE OF THE REGISTRAR

Position Summary

Under the general supervision and direction of the Registrar and Assistant Vice President for Student Information Management, the Assistant Registrar directs enrollment/degree verification processes and the creation and maintenance of the summer course schedule, while assisting the Office of the Registrar in all aspects of student academic records and registration including effective administration of student academic archives and database maintenance. The Assistant Registrar works with students, faculty, staff, parents, alumni, and the public. Work includes having the knowledge of Harvey Mudd College and consortium policies, procedures and personnel, and the exercise of frequent independent judgment in processing inquiries and requests. This position also identifies and develops new technologies, processes and procedures for the office.

About Harvey Mudd College:

Located in the heart of Claremont, California, 35 miles east of Los Angeles, Harvey Mudd College is a highly selective undergraduate liberal arts college offering degrees in science, technology, engineering and mathematics. HMC enrolls about 800 students and is a member of The Claremont Colleges, which comprises five undergraduate colleges and two graduate institutions. According to students, professors, and alumni, what makes Harvey Mudd distinctive is its collaborative, cross-disciplinary nature. The working environment is built on collaborative relationships between and among all members of the campus community and a deep commitment to the College’s mission to educate students “so that they may assume leadership in their fields with a clear understanding of the impact of their work on society.”

Duties and Responsibilities

The Assistant Registrar performs the following duties and responsibilities independently under the general direction of the Registrar and Assistant Vice President for Student Information Management, and is expected to use considerable judgment and discretion. As a member of the Registrar’s Office team, the Assistant Registrar must be able to serve as a backup in the absence of the Registrar or Associate Registrar. 

  • Working closely with the Registrar & AVP for Student Information Management and the Associate Registrar, assist in the overall operation of the Registrar’s Office, including organization of the online registration system; creation and maintenance of electronic student records; document management and distribution; grade processing; major and advisor changes, implementation and enforcement of academic policies and procedures; degree audits and student progress-toward-degree tracking; enrollment and degree verification; evaluation of transfer credit from other accredited institutions; course catalog maintenance; and responding to information requests from faculty, students, staff, and alumni where appropriate.
  • Primary responsibility for the management of summer session registration, course scheduling, and enrollment.  Coordinate with faculty chairs and other representatives of academic departments at the College and registrar colleagues at the other Claremont Colleges. 
  • Represent Harvey Mudd College and the Office of the Registrar in intercollegiate and consortial meetings as assigned, including committees and groups related to the maintenance and implementation of current and future student information systems.
  • Manage the assignment of students to academic advisors. Partner with department chairs to determine and develop equitable distribution of students among advisors.
  • Manage and ensure the integrity of student information systems and associated databases. Maintain academic data in the SIS and use reporting tools (such as IBM Cognos) to audit data and create reports.  The Assistant Registrar has independent discretion to update student academic records to ensure adherence to federally mandated data standards such as those set forth in IPEDS.
  • Partner with and serve as liaison to the Computing and Information Services (CIS) Department in evaluating and improving electronic processes and services related to faculty and student web portal use, online registration, and other web-based systems and services related to student records and academic information.  Primary responsibility within the registrar’s office for assisting CIS in SIS and portal maintenance and update testing. Evaluate and test processes, suggest improvements and document procedures. Partner with the Technical Assistant to create testing scripts and guidelines.
  • Assist the Associate Registrar and Registrar/AVP with training faculty, students, staff, and alumni on the use of relevant web-based systems, on best practices in data management, FERPA, etc.
  • Interpret, apply and comply with academic regulations and policies, including privacy laws (e.g., FERPA), concerning the confidentiality of student records.
  • Develop and maintain partnerships with other campus offices that use and maintain student data, including institutional research, academic departments, financial aid, student affairs, study abroad, admission, facilities and maintenance, advancement, etc. Serve as a resource to department chairs in the implementation of changes to the curriculum.
  • As a representative of the registrar’s office, respond to questions and concerns from students, faculty, and other constituencies in an informed and professional manner.  Investigate concerns and recommend corrective action.
  • Assess and improve office processes; revise and document procedures.
  • Supervise work-study students.
  • Develop and maintain knowledge of best practices in student/academic information management and registrar functions through membership and participation in professional organizations, conferences, and workshops.
  • Perform other related duties as assigned.

Required Qualifications

Education and Experience: Bachelor’s degree and a minimum of two years related experience.

Knowledge, Skills, and Abilities:

  • Attention to detail, focus on accuracy, strong organizational skills, and ability to multitask.
  • Demonstrated interpersonal, written, and verbal communication skills.
  • Ability to meet deadlines, prioritize tasks, and ask for help when needed.
  • Ability to work with diverse groups of students, alumni, faculty, and staff.
  • Ability to supervise clerical and student staff.
  • Curiosity, initiative, and a problem-solving mindset.
  • Personal integrity and ability to interact successfully with various constituencies (faculty, administration, members of the public, and staff) as well as individuals with varying priorities, issues, motivations, and constraints.
  • Ability to work collaboratively as a member of the Registrar’s Office as well as independently. Experience working as a team member on projects and implementation of new initiatives.
  • Positive attitude and strong work ethic.
  • Advanced computer skills, including a familiarity with databases and information systems. Familiarity with a variety of software packages and basic computer programs (e.g., Microsoft Word, Excel). Comfort with technology and an interest and ability to learn and use new programs and technologies. Willingness to explore cutting-edge techniques to improve office functionality.
  • Ability to use discretion in working with sensitive, confidential information and materials.

Preferred Qualifications

  • Experience working in a college or university environment, preferably in a registrar’s office setting.
  • Experience working with student information systems is desirable; familiarity with Workday, Jenzabar CX, and Cognos reporting software is helpful.
  • Demonstrated experience in development of documentation and training for employees.
  • Knowledge of the Claremont Colleges is a strong plus.

Other

Hours: The regular hours are 8:00 a.m. to 5:00 p.m., Monday through Friday.  Hours may vary due to the needs of the department or College.

Classification: This is a full-time, exempt, benefits-eligible position.

Reporting: This position reports to the Registrar and AVP for Student Information Management.

APPLICATION PROCESS

Application Procedures: Please visit www.hmc.edu/employment to view a complete job description for this position and obtain information about how to submit an application. Information about HMC’s competitive benefits package is available at www.hmc.edu/hrbenefits.

Deadline to apply:

Position will remain open until filled.

All faculty and staff (including contract workers) who are employed at HMC and for whom the COVID-19 vaccine is approved/authorized by the FDA, must be vaccinated against COVID-19, and provide proof of vaccination including the booster, unless an exemption from this policy has been granted as an accommodation or otherwise.

Regular employment at the College is for no specified period of time; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time. Employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.

This job description defines the essential or fundamental job duties of the employment position.  It is assumed that the employee hired for this position can perform the essential functions of the position without imposing risk of substantial harm to the health and safety of the employee or others.

States

CA

Security Clearance

NO Security Clearance

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