SCOPE OF WORK
The Registrar, under the direction of the Dean for Student Life and Enrollment Management, is the official custodian of student academic records and is responsible for providing leadership and supervision of student registration and reporting. This includes the effective utilization of personnel and fiscal resources, program planning, budget development, and coordination of functions between departments. Specific areas of responsibility include statistical reporting, registration, retention of student records, transcript evaluation, degree certification, determination of residency status, compliance with FERPA regulations, and administrative oversight of policies and procedures as they relate to student record keeping. In addition, the Registrar will participate in appropriate campus committees.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Records Management and Reporting Requirements
- a. Maintain a secure, effective, and efficient student records system which meets federal, tribal and college accreditation purposes;
- b. Develop a team-oriented staff and set high standards for accurate and secure management of student enrollment records to achieve annual goals and objectives consistent with the overall goals and mission of the College.
- c. Complete all federal, state, tribal and college reports as required concerning student enrollment, student data (quarterly and annual reports), course information, faculty credit loads, grade distribution, IPEDS, midterm grades, and AIMS AKIS, etc.
- d. Responsible for the Indian Student Count (ISC) quarterly and annual report, Form 22, and other BIE required reports. Ensure data is accurate and audit ready.
- e. Complete required National Student Clearinghouse submissions including the error reports, degree reports, and ensuring the college maintains compliance with NSC
- f. Supports the official transcript process, both paper-based and electronic, through the National Student Clearinghouse
- g. Serve as the FERPA officer and ensure compliance with federal law
2. Administrative Oversight and Processes
- a. Responsible for the oversight of the quarterly class schedule published in Jenzabar with the specific information supplied by the Academic Dean, Associate Dean, Department Chairs, and Program Leads representing all instructional programs;
- b. In consultation with Admissions, support evaluation of incoming transfer credit;
- c. Certify student enrollment for outside agencies
- d. Approve student requests for tuition waivers, consistent with college policy, and determine student residency status for tuition purposes
- e. Ensure incomplete agreements and grade changes are processed according to policy and procedure to keep records up to date
- f. Process all Administrative Withdrawal applications and maintain an electronic record
- g. Process all graduation applications according to procedure and maintain the master graduation spreadsheet to confer all degrees according to the degree requirements outlined and distribute diplomas and awards to students
- h. Responsible for the college Catalog publication including maintaining up to date policies, procedures, and curriculum; including utilizing current software and adhering to accreditation standards
- i. Support the CEU process for record keeping and data entry to ensure all CEUs are accurately reported.
- j. Support the Veterans certification process to ensure compliance with the VA
- k. Support the Academic Calendar process for the census dates, official withdrawals, etc and ensuring dates are accurately reflected in Jenzabar
- l. Update Jenzabar system with required items as needed, including: Majors, Institutional Requirement Trees, Year and Term, Student Info, etc.
- m. Work closely with Information Services to maintain accurate internal and external online registration information and services for the college
3. Supervisor Responsibilities and Institutional Support
- a. Supervise the registration and student records staff, including recommending for hire, providing training and professional development opportunities, assigning duties and providing timely evaluation
- b. Serve as a standing member of the Curriculum Committee and support the curriculum update process, ensuring that all curricular changes are accurately recorded in Jenzabar and the college catalog
- c. Support the commencement committee with the ceremony each academic year
- d. Prepare and manage the Enrollment Services budget appropriate to carry out the registration and student records annual goals and objectives
- e. Carry out other duties, within the general scope of the position, and as assigned by the Dean of Students & Enrollment Management or president.
SUPERVISORY RESPONSIBILITIES
The Registrar maintains the staff of the Enrollment Services department including two full time staff and one .525 program assistant in accordance with the College's policies and procedures. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; addressing complaints and resolving problems.
MINIMUM QUALIFICATIONS REQUIRED
- Bachelor’s degree in relevant field and (1) year supervisory experience, and previous records management experience.
- Significant experience with college registration, student records, and management information systems;
- Ability to lead a cohesive registration/student records department;
- Knowledge of federal and state laws as they apply to confidentiality of student records;
- Knowledge of current registration, records, and enrollment planning policies and academic trends;
- Proven ability to work in a team environment to achieve strategic and departmental goals;
- Strong interpersonal skills and an ability to work well with all people;
- Demonstrated analytic skills to define and solve problems as related to office operations and computer systems;
- Excellent organizational, supervisory, communication, planning, interpersonal and team-building skills;
- Ability to handle multiple priorities and devote attention to detail; and
- Ability to work effectively with administration, faculty, support staff and students.
PREFERRED QUALIFICATIONS:
- Master’s degree in relevant field, two or more years of supervisory experience;
- Previous experience in a registrar’s office.
- Must have a current driver's license and driving abstract that meets employer qualifications for insurability;
- Must be able to travel for occasional trainings or conferences as well as to other sites on occasion.
Language Skills:
- Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents.
- Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community.
- Ability to write speeches and articles for publication that conform to prescribed style and format.
- Ability to effectively present information to top management, public groups, and/or boards of directors.
Mathematical Skills:
- Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry.
- Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
Reasoning Ability:
- Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
- Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Computer Skills:
- To perform this job successfully, an individual should have knowledge of PC-based word processing, spreadsheet, and graphic publishing software to enhance office productivity and produce publications. Knowledge should include Database software (Jenzabar and Infomaker preferred); Design software (lndesign preferred); Internet software; Spreadsheet software (Excel and Access); and Word Processing (Word) software.
Other Skills and Abilities:
- Preference for experience working in Native communities;
- Previous experience working with Native Americans in a college setting or in the community;
- Ability to maintain confidentiality;
- Maintain professional work relationships;
- Communicate well orally and in writing;
- Quality improvement and conflict resolution skills a plus.
APPLICATION PROCESS:
Interested individuals should submit the following application materials directly to the NWIC Human Resources Office only.
1. Cover letter addressing how you meet the position qualifications
2. NWIC Application
3. Equal Employment Opportunity (EEO) form
4. Current and complete professional resume
5. Copies of colleges transcripts (official copy requested at time of hire)
6. Three letters of recommendation from persons, who not members of your immediate family, who have firsthand knowledge of your qualifications for the position
7. If applicable to the position, provide copies of certificates/licenses/credentials
The job announcement and application forms are available online at www.nwic.edu/about nwic/employment or may be requested from and submitted directly to:
Northwest Indian College Human Resources
2522 Kwina Road Building 26 Bellingham, WA 98226-9278
Telephone/Fax: (360) 392-4230
Email: [email protected]
Pay: $62,058.00 - $72,000.00 per year
Benefits:
- 403(b)
- Dental insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
