TITLE: Deputy University Registrar
DEPARTMENT: Office of the University Registrar, Division of Student Success
REPORTS TO: University Registrar
CLASSIFICATION: Staff-12 months
EFFECTIVE DATE: TBD
STANDARD WORK HOURS: 37.5 hours per week
EMPLOYMENT STATUS: Full-Time
EMPLOYMENT CLASSIFICATION: Exempt
JOB SUMMARY:
The Deputy University Registrar serves as the principal deputy to the University Registrar and provides leadership in the administration of student records, registration services, academic scheduling, and enrollment operations for Kentucky State University. This position is responsible for ensuring the integrity, accuracy, security, and confidentiality of student academic records while supporting institutional compliance with applicable federal and state laws, accreditation standards, and university policies. The Deputy University Registrar collaborates with academic departments and administrative offices to support student enrollment, academic progression, degree completion, and institutional reporting while promoting efficient and student-centered registrar services.
ESSENTIAL JOB FUNCTIONS:
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Maintain regular, reliable, and punctual on-campus attendance. This position requires in-person work as an essential function to provide direct services to students, faculty, staff, and visitors; access and manage confidential student records and official academic documents; process registrations, transcripts, graduation certifications, and other records requiring secure access to university systems; collaborate with academic departments and administrative offices; participate in commencement and other university events; and perform duties requiring access to university equipment, records, and systems maintained on campus.
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Supervise, train, evaluate, and provide leadership to professional and student staff within the Office of the University Registrar.
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Manage daily registrar operations in the absence of the University Registrar and assist with strategic planning and departmental initiatives.
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Maintain the integrity, accuracy, security, and confidentiality of student academic records in accordance with university policy, the Family Educational Rights and Privacy Act (FERPA), and applicable federal and state laws.
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Manage student registration processes, including course registration, enrollment, add/drop activity, withdrawals, curriculum changes, appeals, and graduation applications.
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Coordinate with academic departments to develop, maintain, and publish class schedules that support instructional needs and student enrollment.
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Process enrollment verification requests through the National Student Clearinghouse.
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Process graduate admissions applications and maintain student records within the university's student information system.
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Serve as the primary institutional contact for transfer credit evaluations, transfer course equivalencies, and approval of transfer coursework.
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Coordinate grade processing, transcript production, graduation clearance, degree audits, degree conferral, and diploma ordering through the University's designated vendor.
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Process major and minor changes, grade changes, FERPA requests, registration changes, withdrawals, and other student record transactions.
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Determine student residency classifications in accordance with applicable state regulations and university policy.
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Verify student-athlete academic eligibility in accordance with NCAA, conference, institutional, and other applicable requirements.
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Generate, analyze, and distribute reports related to enrollment, registration, graduation, academic progress, and institutional reporting using Banner, ARGOS, and other reporting systems.
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Develop, recommend, implement, and enforce institutional policies and procedures related to registration, academic standing, graduation requirements, academic records, and records retention.
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Develop and maintain recordkeeping systems that preserve student academic records in accordance with university policy, accreditation standards, and applicable laws.
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Maintain Registrar Office website content by creating, editing, organizing, and updating information to ensure accuracy, accessibility, and consistency with university standards.
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Identify opportunities to improve operational efficiency, customer service, and business processes through technology and best practices.
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Provide guidance to students regarding degree pathways, academic policies, registration procedures, and graduation requirements.
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Collaborate with faculty, academic advisors, and other university offices to support student success and academic progression.
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Participate in the implementation and maintenance of Banner, Degree Works, CourseLeaf, National Student Clearinghouse services, and other registrar technologies.
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Represent the Office of the University Registrar on university committees, task forces, and professional organizations.
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Maintain active knowledge of higher education regulations, accreditation standards, and professional best practices through participation in organizations such as AACRAO, SACRAO, and KACRAO.
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Assist with state, federal, accreditation, audit, and institutional reporting requirements related to enrollment, registration, and student records.
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Maintain regular, reliable, and punctual attendance.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:
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Knowledge of student information systems, higher education records management, and registrar operations.
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Knowledge of FERPA, accreditation standards, and applicable federal, state, and university regulations governing student records.
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Knowledge of enrollment management, academic policies, registration processes, and degree auditing.
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Excellent organizational, analytical, problem-solving, and decision-making skills.
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Strong verbal and written communication skills with the ability to interact professionally with students, faculty, staff, and external constituents.
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Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
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Ability to analyze data, prepare reports, and make recommendations for operational improvements.
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Ability to supervise staff, delegate work, and foster a collaborative team environment.
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Commitment to maintaining confidentiality and safeguarding sensitive information.
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Proficiency with Microsoft Office applications and higher education information systems.
SUPERVISORY RESPONSIBILITY:
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Directly supervises assigned professional and student employees within the Office of the University Registrar.
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Responsible for hiring recommendations, onboarding, training, work assignments, performance management, coaching, and professional development of assigned staff.
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Promotes a collaborative, customer-focused, and service-oriented work environment.
OTHER DUTIES:
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Performs additional duties as needed.
QUALIFICATIONS:
Minimum Qualifications
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Bachelor's degree from an accredited institution in Higher Education Administration, Education, Business Administration, Public Administration, or a closely related field.
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Three (3) years of progressively responsible experience in a college or university registrar, enrollment management, admissions, or student records environment.
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Experience providing direct student services.
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Supervisory experience.
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Experience interpreting and applying academic policies, FERPA requirements, and student records regulations.
Preferred Qualifications
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Master's degree in Higher Education Administration, Education, Business Administration, or a related field.
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Experience using Banner Student Information System, Degree Works, CourseLeaf, ARGOS, and National Student Clearinghouse.
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Experience with transfer credit evaluation, degree auditing, graduation certification, curriculum management, and academic scheduling.
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Experience supporting accreditation, compliance, institutional reporting, or state reporting requirements.
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Active involvement in AACRAO, SACRAO, KACRAO, or similar professional organizations.
Licensing and Certifications: NA
WORKING CONDITIONS:
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Work is performed primarily in a standard office environment.
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Frequent use of computers and standard office equipment.
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Requires prolonged periods of sitting with occasional standing, walking, bending, reaching, and lifting of files or materials weighing up to 20 pounds.
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Requires frequent interaction with students, faculty, staff, administrators, and external agencies.
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May require occasional evening or weekend work during registration periods, commencement, or other university events.
Applicants must be authorized to work for any employer in the United States. At this time, Kentucky State University is unable to sponsor or take over sponsorship of an employment visa
Internal candidates are encouraged to apply.
KENTUCKY STATE UNIVERSITY is an Equal Opportunity Employer
The functions, qualifications, knowledge/skills, and physical requirements listed in this job description represent the essential duties of the job, which the incumbent must be able to perform either with or without reasonable accommodation. The Job Functions listed do not necessarily include all activities that the individual may perform.
