Associate Registrar – Arts & Sciences

Position Summary
The associate registrar’s primary responsibility is to ensure the integrity, accuracy, and security of confidential academic records while providing superior customer service to students, faculty, and staff. The associate registrar works closely with the Arts & Sciences registrars to provide effective and timely information and support to students, faculty, staff, and administration in Arts & Sciences and throughout the University. Areas for support and systems used may expand or change as the role develops.

Job Description

Primary Duties & Responsibilities

Student Records

• Create, coordinate, and manage accurate student records data (undergraduate and graduate) in the student information system, including managing student records updates according to to be practices and school, and University policy (including registration and degree requirement changes and student program updates such as drops, adds, withdrawals, substitutions, waivers, independent studies, demographic and interdivisional information, etc.). 
• Assist the Arts & Sciences registrars and other staff members with items such as evaluating, updating, and managing all information related to student academic records, including the administrative registration of students in special and/or problematic situations, report data preparation, and retrieval, etc.
• Evaluate and process grade changes and support faculty in the posting of grades/grade changes. 
• Audit and verify student academic records for compliance with Arts & Sciences policies.
• Maintain student electronic document files stored outside the student information system, including uploads, policy implementation, process ownership, and document verification.

Course Records

• Maintain the integrity of Arts & Sciences departmental course records, including regularly auditing courses across all departments to ensure adherence to policies and procedures.
• Manage course records for Arts & Sciences courses and term-based scheduling details.
• Work with Post-Baccalaureate (Post-Bac) and First Year Programs to support course registration and records.
• Verify and post course information for publications and websites.
• Provide support to the Arts & Sciences Curriculum Committee.

Student Progress

• Create and provide documentation and reports for issues related to academic progress/probation, financial aid, and billing, etc. 
• Assist with the audit of student records to support the Committee on Academic Progress.
• Provide verification’s for enrollments, degrees earned, academic standing, and other official student and course-based reports.
• Post credits to student records and transcripts.
• Monitor student records to ensure compliance with academic regulations and program requirements for graduation.

Graduation Certification

• Maintain student degree audits.
• Support the graduation process by assisting in the preparation of graduation lists, identifying honors candidates, etc.
• Track Intent to Graduate submissions.
• Assist the Arts & Sciences registrars in resolving problems with graduating students.
• Generate reports for the Arts & Sciences registrars and the school’s associate deans.
• Proof degree list and awards list.
• Assist with the recognition ceremony.
• Assist with the audit of student academic records and communication with students in preparation for graduation.
• Support Arts & Sciences registrars with posting Latin Honors to student degrees.

Policy Compliance

• Serve as a source of information on administrative, academic, and procedural matters to students, prospective students, faculty, and staff throughout all Arts & Sciences departments.
• Serve as a general office resource/contact for faculty, students, and staff, in addition to external inquiries on degree and/or enrollment verification, etc., and advise these individuals about registrar policies.
• Serve as a liaison with University Registrar, Student Accounting, and Financial Aid offices in order to comply with registration deadlines, Commencement deadlines, and general Student Academic Affairs policies.
• Work with International Office to ensure students with visas maintain compliance with federal regulations.
• Perform Arts & Sciences registrars’ responsibilities when Arts & Sciences registrars are absent.

Other Administrative

• Assist with miscellaneous mailings and other duties as assigned.
• Respond to miscellaneous questions and requests from students, administrators, faculty, staff, and alumni. 
• Coordinate events in conjunction with appropriate personnel. Book event space; arrange food, beverages, and other items as needed.
• Organize event logistics. 
• Other duties as assigned.

Working Conditions

• The position is located in Cupples II Hall in a typical office environment.
• The majority of the work time is spent sitting at a workstation.
• Repetitive wrist, hand, and finger movement.
• Must be able to move to various campus locations, set up tables and materials, and lift boxes of program supplies.

Preferred Qualifications

• Three years of experience in office work – preferably in higher education.
• Experience with working with student records and databases.
• Experience with Microsoft Access.
• Experience with Washington University student record and reporting systems and databases.
• Experience with Microsoft Word, Excel, and web applications.
• Excellent oral and written communication skills.
• Must be able to balance many tasks at one time.
• Must be a team player and work with a positive attitude on any task required.
• The associate registrar is responsible for confidential information that pertains to meetings, conversations, and student records. As such, the employee must be discreet and must maintain confidentiality as appropriate.
• Exercise good judgment regarding priorities and critical nature of jobs.
• Reliable and efficient work with an honest work ethic.
• Excellent interpersonal skills.
• Strong analytical and problem-solving skills, including thinking flexibly and being able to adapt to change/new procedures when needed to increase efficiencies, etc.
• Extremely detail oriented and thorough.
• Skills and knowledge of systems/technology/programs’ processes with the mindset and logic to process them thoroughly and with attention to detail.
• Meet deadlines, working both autonomously and as part of a team.
• Complete tasks from start to finish.
• Manage stressful customer service situations.
• Understand how individual tasks are interrelated and all impact the big picture and overall goals of Arts & Sciences.

Required Qualifications

• Bachelor’s degree or equivalent experience.
• Experience working with confidential information.

Grade
G09-H

Salary Range
$22.25 – $34.45 / Hourly

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one’s qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Pre-Employment Screening
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement
Washington University in St. Louis is committed to providing a comprehensive and competitive benefits package to our employees. Benefits eligibility is subject to employment status, full-time equivalent (FTE) workload, and weekly standard hours. Please visit our website at https://hr.wustl.edu/benefits/ to view a summary of benefits.

EEO/AA Statement
Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

Diversity Statement
Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.

Applicant Instructions
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