Certificate Intake and Communications (20%)
- Design and manage intake workflows; receive, create, and enter certificate enrollment/registration forms; maintain accurate intake records.
- Develop and manage communications directed to certificate students, including enrollment, registration, progress, and completion messaging; note that communications to certificate faculty are generally managed by PaCE staff, with this position providing content review, records context, or consultation as needed.
- Maintain a certificate pipeline tracker and provide weekly status updates to leadership on enrollment progress and risks.
Registration Plans (15%)
- Develop or coordinate certificate registration plans (sequencing, co‑requisites, modality) that remove avoidable registration barriers and support timely enrollment.
- Coordinate holds resolution with frontline units; set follow‑up checkpoints to confirm successful enrollment.
Reserved Seat Rules with Curriculum (less than 10%)
- Define reserved‑seat rules and timelines for certificate sections to ensure access for target student cohorts; set change‑freeze windows before registration opens.
- Coordinate with Curriculum (which builds CRNs) and Forms and Records staff (to validate downstream visibility and eligibility rules).
- Monitor reserved‑seat utilization during the add/drop period and recommend adjustments consistent with policy and equity goals.
Outreach on Drops/Holds/No‑Credit (less than 10%)
- Monitor enrollment reports; trigger outreach when certificate students drop, have holds, or require repeats due to withdrawal/no credit.
- Capture outcomes (continue, defer, exit) and coordinate registration plans or referrals as needed.
Certificate Completion Verification for Awarding (12%)
- Review certificate student records to verify credential requirements for completion prior to awarding.
- Prepare the awarding packet/checklist and pass to the Associate Registrar for official awarding; resolve minor discrepancies prior to handoff.
- Retain evidence and notes to support audit and student inquiries.
Evaluation Changes Initiation (less than 10%)
- Initiate and document certificate evaluation changes with policy/curriculum basis and evidence; route to Credentials Evaluator for approval and posting.
Representation and Advocacy in PaCE Governance (12%)
- Represent Registration and Records in PaCE discussions and operational work, ensuring requirements and perspectives are clearly understood and incorporated.
- Inform the Associate Registrar and/or Registrar when PaCE policies, practices, or procedures raise concerns from a Registration and Records or equity perspective; document issues and recommended remedies.
- Clarify roles and handoffs for communications, ensuring that student‑facing messages align with Registration and Records policy while faculty‑facing communications remain the responsibility of PaCE staff.
- Advocate for PaCE certificate programs by identifying systemic and program-specific barriers and partnering with colleagues to develop and implement solutions.
- Serve as a cross-functional liaison with offices such as Student Accounts, Financial Aid, Curriculum, and others to address complex operational challenges (e.g., fees, transcript processing, enrollment logistics), using influence and relationship-building to develop and implement workable solutions.
- Contribute to and, as appropriate, lead problem-solving efforts by diagnosing root causes, developing alternative approaches, and advancing implementation of solutions that balance student experience, policy, and operational feasibility.
- Function as an active thought partner on the Certificates Team by contributing to the creation, evaluation, and continuous improvement of certificate programs, including developing strategies for unique or emerging program and student issues.
- Assess implications of proposed changes (operational, policy, equity, and student impact), and work with stakeholders to align approaches and support implementation.
- Work with colleagues to identify emerging issues and develop collaborative strategies to address them before they escalate.
Verification of Credentials to External Agencies (less than 10%)
- Serve as Evergreen’s updater/administrator for external agency certificate/course listings (e.g., Workforce/training directories) tied to PaCE‑managed credentials and coursework.
- Submit, track, and confirm updates (titles, requirements, delivery, effective dates, contacts); maintain an archive of submissions and approvals.
- Monitor portal access/credentials; coordinate with agencies to resolve issues and ensure Evergreen listings remain current and accurate.
- Coordinate institutional assurances with the Registrar for signature/approval when required.
Agency Endorsement Coordination (less than 10%)
- Prepare documentation of institutional policies and practices for certificate endorsement/recognition; coordinate agency communications.
- Obtain Registrar approval/signature for official assurances; maintain archive and renewal ticklers.
Certificate Catalog Content (less than 10%)
- Review, author, and contribute certificate catalog content (requirements, sequencing, completion language) with Curriculum and units; route approvals to Registrar.
- Manage effective dates and cross‑references; ensure alignment with website and knowledge base.
Certificates Website Content (less than 10%)
- Co‑own certificate website content with PaCE site support; review, contribute, and sometimes author pages/updates; prompt PaCE to publish; and verify alignment with catalog and knowledge base.
Operational Delegation and Office Coverage (less than 10%)
- Serve as a delegate/back‑up to the Registrar or Associate Registrar for routine office management during vacancies or peak periods (e.g., lead brief huddles, triage escalations per decision trees, approve routine items within delegated authority, coordinate coverage).
- Maintain clear documentation of interim decisions and hand back authority cleanly at the end of coverage windows.
Equity, Access, and Continuous Improvement (less than 10%)
- Apply an equity lens in each functional area to identify and address barriers; monitor for disparate impact on students, alumni, or prospects and recommend corrective action.
- Contribute equity and accessibility notes to reports, proposals, and communications; escalate systemic concerns to the Associate Registrar and Registrar.
- Ensure that problem-solving and process improvements explicitly consider access, affordability, and equitable student outcomes.
