Assistant University Registrar, Academic Services
University of San Francisco
USF Hilltop Campus
Assistant University Registrar, Academic Services
Position Purpose and Overview
The Assistant University Registrar has four primary areas of responsibility:
1. Leadership in providing guidance and direction on processes affecting operational functions in assigned areas of responsibility.
2. Serve as the Veterans Affairs compliance officer and as the primary School Certifying Official (SCO) for veteran education benefits.
3. Management of reporting enrollment data to the National Student Clearinghouse and the National Student Loan Data System, ensuring compliance with schedules and U. S. Department of Education's regulations.
4. Oversight of transcript and verification services and supervision of the Verifications Coordinator and student assistants.
Full Job Description:
Position Purpose and Overview
The Assistant University Registrar (AUR) must possess demonstrated experience working at a high administrative and technical-functional capacity. The AUR serves as the primary School Certifying Official (SCO) and submits enrollment certification to the Department off Veteran Affairs for VA benefits. The AUR is responsible for reporting student enrollment data to the National Student Clearinghouse and the National Student Loan Data System, ensuring compliance with reporting schedules and U. S. Department of Education's regulations. The AUR is responsible for the smooth functioning of transcript and verification services in the Office of the University Registrar (OUR), supervising a staff of one in this regard. The individual in this position leads registrar colleagues in planning, developing, and implementing programs and services in these functional areas. The AUR works with colleagues in the schools and college, administration, and other departments within Strategic Enrollment Management (SEM) to develop programs, policies, and procedures in areas of responsibility, as needed. The AUR collaborates with colleagues in ITS on matters relevant to enrollment reporting, transcripts, and verifications. The AUR identifies opportunities for service improvements in areas of responsibility and identifies developments in transcript and verifications delivery methods and systems, particularly within the University's relationship with the National Student Clearinghouse.
The Assistant University Registrar for Academic Services reports to the Associate University Registrar & Director of Academic Services.
Essential Position Responsibilities
- Provide guidance and direction on processes affecting operational functions in assigned areas of responsibility.
- Demonstrate practical communication skills, particularly in balancing the academic community's diverse needs while working effectively within the Office of the University Registrar.
- Work proactively with the University Registrar, Associate University Registrars, Assistant University Registrars, Strategic Enrollment Management departments, academic units, and university leadership on changes to business process or practices to ensure student service records integrity.
- Review changes to systems and facilitate review of possible changes to processes within the Academic Services unit of the OUR to create new or enhanced functionality.
- Lead and participate in regular meetings and serve on university committees and task forces with campus constituents in areas of responsibility.
- Provide motivational, positive leadership in using established best practices while injecting an innovative and strategic mindset among staff.
- Collect and analyze data in areas of responsibility.
- Develop and present data to senior managers and executives.
- Interpret and enforce university policies and procedures related to student record maintenance, including FERPA compliance, and, when necessary and appropriate, make determinations for exceptions within policy and FERPA guidelines.
- Keep abreast of Registrar best practices and assist in conducting business process redesign to improve processes.
Veteran Affairs Compliance and Certification
- Serve as the primary School Certifying Official (SCO) veteran education benefits.
- Serve as a key member of the Veterans Enrollment Services Center.
- Directly manage all students using Chapter 33 Post 9/11 GI Bill benefits.
- Oversee the Verifications Coordinator in the management of students using Chapter 31 Veteran Readiness & Employment benefits, Chapter 35 Dependents Assistance benefits, and Chapter 30/1606 MGIB benefits.
- Directly manage the Yellow Ribbon Program list and waitlist.
- Keep VA informed of the enrollment status of students receiving VA education benefits.
- Ensure that only those courses that apply to the student's program are certified.
- Monitor student grades to ensure the student is making satisfactory progress and report probation and termination as needed.
- Monitor student conduct and report when student is suspended or dismissed for unsatisfactory conduct.
- Notify supervisor of internal problems that may affect timely reporting of enrollment or changes to enrollment of students receiving VA education benefits.
- Notify the California State Approving Agency for Veterans Education (CSAAVE) of any substantive program, policy, and approval criteria changes.
- Submit the annual CSAAVE catalog approval application.
- Notify the VA Education Liaison Representative (ELR) of any changes to SCO staff.
- Retain file (hardcopy or electronic) of certification documentation, records of academic progress, degree plan pursuit, prior credit transcripts and evaluation, registration documentation, tuition and fee charges, school application, enrollment agreements, and other applicable student documentation.
- Maintain records for at least five years following the student's last date of attendance.
- Ensure that records are kept in a safe place and that the privacy of VA students is protected.
- Lead team through federal and state audits of VA student records, gathering requested materials and meeting with the VA auditors to answer questions, if any.
- Read and maintain VA advisories and bulletins.
- Keep up-to-date on state regulations and state education benefits for veterans and eligible persons.
- Attend required trainings.
- Be knowledgeable about school policies such as satisfactory academic progress, academic probation, academic disqualification, readmission, prior credit, etc.
- Be knowledgeable about school programs such as programs that are currently offered, programs that have been recently discontinued, and programs that are planned to be discontinued.
- Assist students receiving VA education benefits with applying for state and VA education benefits and understanding how progress, conduct, registration, and attendance can impact benefits and cause student debt.
Management of Enrollment Reporting and Compliance
- Assist with day-to-day Federal Title IV compliance efforts by overseeing enrollment reporting to the National Student Clearinghouse (NSC) and the National Student Loan Data System (NSLDS).
- Serve as a point of contact to the NSC and NSLDS as needed.
- Prepare and transmit enrollment information to the NSC and NSLDS as per required timelines.
- Reconcile all enrollment discrepancies and support registrar staff in updating enrollment statuses.
- Serve as a subject matter expert on enrollment reporting and trains staff on the regulations and importance of U. S. Department of Education's regulations regarding enrollment reporting.
- Work closely with the Office of Financial Aid to cross-check and reconcile information entered into NSLDS.
- Analyze workflow processes, evaluate potential compliance risks, and bring to the attention of the Associate University Registrar and Director of Academic Services and the University Registrar and recommend solutions and mitigation strategies.
- Participate in financial aid audits as a subject matter expert on enrollment reporting.
Management of Transcript and Verifications Services
- Provide leadership and direction to the Verifications Coordinator.
- Monitor performance and individual development of the Verifications Coordinator.
- Address training needs and provide professional development opportunities.
- Oversee transcript services and processes for completing transcript orders.
- Oversee verification services and processes for completing in-house verification requests.
- Review student/customer issues and use judgment and discretion to act when precedents do not exist.
- Monitor and identify developments in transcript and verification services within USF's relationship with the NSC.
- Lead projects related to NSC transcript and verification services, including the technical integration of services with USF enterprise systems.
- Assess the quality of services and develop reports that demonstrate usage and trends.
- Work closely with ITS on transcript and verification production issues, enhancements, and upgrades, including the testing of patches and fixes.
- Work with the Office of the General Counsel and prepare relevant documents in response to subpoenas, consulting with the Associate University Registrar and Director of Academic Services and the University Registrar as needed.
- Document relevant procedures in areas of responsibility.
- Participate in Commencement ceremonies.
- Perform other duties as assigned.
Requirements: education, experience, knowledge, skills, abilities
- Bachelor's degree required. Master's degree preferred.
- At least five years of progressive responsibility working in a Registrar's office. Experience must include at least two years in a supervisory role.
- Experience with a student information system required. Experience with Banner preferred,
- Experience with certifying veteran education benefits desirable.
- Experience with enrollment reporting to the National Student Clearinghouse desirable.
- Experience with transcript and verification processes desirable.
- Experience operating at a high operational and functional-technical capacity.
- Experience in process analysis and improvement.
- Understanding of FERPA and student record privacy issues.
- Ability to work independently, effectively, and collegially with faculty, deans, staff, and senior administrators.
- Excellent oral and written communication skills.
- Occasional evening and weekend work expected.
- Motivating, upbeat personality.
- Respectful, friendly, and accountable.
- Excellent customer service skills.
- Superior problem-solving and multitasking skills.
- Understanding of and commitment to USF's Vision, Mission, and Values.
To apply, visit https://usfca.wd5.myworkdayjobs.com/en-US/USF_Staff/job/USF-Hilltop-Campus/Assistant-University-Registrar--Academic-Services_R0003861.
The University of San Francisco is located in the heart of one of the worlds most innovative and diverse cities, and is home to a vibrant academic community of students and faculty who achieve excellence in their fields. Its diverse student body enjoys direct access to faculty, small classes and outstanding opportunities in the city itself. USF is San Francisco's first university, and its Jesuit Catholic mission helps ignite a students passion for social justice and a desire to Change the World From Here. For more information, visit http://www.usfca.edu.
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