Assistant Registrar

University of Maine at Machias - Machias, ME4.3

Full-time$35,000 - $48,000 a year
I. Primary Purpose of the Position:
Provides leadership for the Registrar's Office to ensure quality records and registration service for the students, faculty, staff, and community members. The position acts as both the custodian and authority on academic policy and student records. The position also advised the Registrar, Vice President for Academic affairs & Head of Campus, and Faculty on academic policies and issues central to student information. The Associate Registrar reports to the Registrar and the Vice President of Academic Affairs & Head of Campus.

II. Essential Duties:
A. Responsbile for oversight of all functions of the office.

Serves as a member of the senior management team. Participates in setting strategic departmental goals, formulates effective strategies, identifies proactive approaches, applies innovative solutions, exercises leadership and independent actions, advocates for office and staff, and serves as authoritative resource.
Plans and administers the office budget. Authorizes expenditures; formulates, monitors, and analyzes budget and budgetary needs; assures compliance with all institutional budget rules and regulations using sound budgeting/accounting standards and practices.
Manages all personnel matters for the office, including training, supervising, and evaluation performance of office staff.
B. Administers and maintains a system of computerized academic record keeping in compliance with national standards and University of Maine System policies and procedures.

Creates and maintains permanent student records inform of on-line computerized files and secure hard copies.
Records all course substitutions and waivers, academic honors and penalties, program changes and degrees awarded on student transcripts.
Assigns advisors to new students and makes appropriate adjustments when students change programs.
Maintains a course numbering system compatible with the University of Maine System.
Works with UMS staff to implement and improve automated processes designed to enhance registration, record keeping, and reporting facilities tied to the System's Student Information System.
C. Disseminates information pertaining to student records in accordance with Federal law and University policy.

Provides official transcripts on written request by student.
Makes student grades available electronically at end of each term to students, academic advisors, and appropriate academic offices.
Generates lists of students for other campus offices.
Generates and reviews lists of students eligible for academic action each semester (Probation/Suspension and Dean's List processes).
i. Posts appropriate action to academic record
ii. Forwards lists electronically to Academic Affairs
iii. Forwards Dean's List info to Public Relations Office for publication
Assigns appropriate Campus Solutions security to faculty and staff
Provides various reports including Enrollment and FOIA request
D. Schedules academic spaces for classes and final exams.

Works with Division Chairs to produce class schedules for Fall, Spring, and Summer terms
Supervises publication of Fall, Spring, and Summer course schedules in electronic format.
Prepares final exam schedule.
Manages user security to room scheduling software.
E. Administers registration procedures

Prepares registration schedule for each semester
Provides appropriate dates for add-drop and withdrawal periods to Office of Academic Affairs and incorporate in-student database.
Sets up tables in student information system which allow for student registration, add/drop, and withdrawal.
F. Reviews files of all degree applicants before and after commencement.

Collects applications from candidates for December, May, and August graduation.
Orders and organizes diplomas and honor cords for May commencement ceremonies.
Provides the Office of the Head of Campus with list of students for commencement brochure.
G. Acts as custodian of official curricula and academic policies.

Maintains approved catalog courses in student information system.
Publishes UMM catalog to web.
i. Reviews catalog copy to ensure accuracy of language related to academic policies, core, and program requirements and course descriptions.

ii. Coordinates updates with appropriate offices of Financial, Financial Aid, and Direction sections.

Enforces academic policies approved by faculty and administration.
Formulates and recommends policy changes to Registrar, Vice President for Academic Affairs & Head of Campus, and/or Faculty Academic Affairs Committee when deemed necessary for more equitable and/or effective enformement of policies, consistency with UMS initiatives and/or to enhance student success.
H. Oversees the transfer credit process.

As UMM's Transfer Officer, applies equitable transfer policies, in accordance with accepted UMS policies and procedures.
Supports development of UMS tools and policies related to transfer credit processing.
Processes transfer credit earned by incoming and continuing UMM students
Administers policies for granting credit for advanced standing for:
Acceptable scores on standardized tests (i.e., CLEP, Advanced Placement, DSST, International Baccalaureate, NYU Language exams).
Credit for Military Training & Experience.
Manage Portfolio Assessment process
Students with foreign education credentials
I. Certifies students as eligible to play intercollegiate athletics

Reviews files of potential athletes and notifies coach/athletic director of missing paperwork/eligibility problems
Prepares Eligibility Certificates for continuing and new student athletes.
J. Supervises liaison between veteran students and Veterans Administration.

Prepares Enrollment Certifications for all enrolled veterans and submit to VA.
Submits Change of Status forms when verterans' enrollment levels change.
Assists veterans with initial applications for Educational Assistance.
Helps veterans request transcripts needed to document military training and experience.
Hires and oversees Veterans Work-Study Represenataive.
K. Communicates and collaborates with other campus offices to problem solve and develop opportunities to improve student services.

L. Performs other duties as assigned by the Registrar or the Vice President of Academic Affairs & Head of Campus.

M. Collaborates with the Registrar, Vice President of Academic Affairs & Head of Campus, and others on steps leading to the eventual inegration of student records policy and practices in Orono and Machias, including a single policy body and, to the extent possible, alignment of catalog content.

Yearly compensation is $35,183 - $48,000

The University of Maine offers a wide range of benefits for employees including, but not limited to, tuition benefits (employee and dependent), comprehensive insurance coverage including medical, dental, vision, life insurance, and short and long term disability as well as retirement plan options.

About the University:
The University of Maine at Machias, a member of the University of Maine System, sits on the Gulf of Maine, surrounded by rivers, forests, fishing villages, and blueberry barrens. This unspoiled portion of the Atlantic coast is known for its outdoor recreational opportunities and quality of life. As a public Environmental Liberal Arts university, UMM faculty and students approach the liberal arts with a focus on environmental and community issues. The academic experience emphasizes learning both in the classroom and in experiential settings. UMM’s fifteen undergraduate degree programs serve approximately 800 students with a student-faculty ratio of 14:1. For more information about the University visit

Required: Bachelor's degree of the equivalent combination of education and experience is required. Professional experience related to registration and records management is preferred.

Other Information:
Materials must be submitted via "Apply for position." You will create an applicant profile and complete an application. You will need to upload a cover letter and resume/cv.

Applications will be reviewed until a successful candidate is found.

Appropriate background screening will be conducted on successful candidate.

The University of Maine at Machias is an EEO/AA employer, and does not discriminate on the grounds of race, color, religion, sex, sexual orientation, transgender status, gender expression, national origin, citizenship status, age, disability, genetic information or veteran’s status in employment, education, and all other programs and activities. The following person has been designated to handle inquiries regarding non-discrimination policies: Amie Parker, Interim Director of Equal Opportunity, 101 North Stevens Hall, University of Maine, Orono, ME 04469-5754, 207.581.1226, TTY 711 (Maine Relay System).

Fiscal Year (12 Months)