Associate Registrar for Advising and Operations

Apply now Job no: 494282
Work type: Administrative Faculty Full Time
Location: Golden
Categories: Academic Affairs, Registrar, Middle Management

Position Title: Associate Registrar for Advising and Operations
Job Description:

The position of Associate Registrar for Advising and Operations supervises day-to-day operations of the Office of Registrar to ensure smooth and efficient operations. The Associate Registrar provides a welcoming and inclusive environment to students, faculty and staff seeking support from the Office of the Registrar concerning student records and other student-related information in accordance with federal, state, local, and university regulations and procedures. Reporting to the Registrar, the Associate Registrar provides supervision for professional staff and student workers and assists with leadership for the successful planning of resources, processes, and technologies that impact undergraduate and graduate student enrollment and academic progress.


Transfer Credit Management

  • Administers institutional transfer credit procedures in accordance with national and state laws, CDHE Guidelines, AACRAO policies and institutional academic policies.
    • Maintains awareness of current legislation, rules and regulations.
    • Position develops and maintains transfer credit agreements with CDHE.
    • Communicates transfer credit policies to all departments.
    • Creates and maintains documentation of procedures within the Registrar's Office.
  • Serves as liaison between the Office of the Registrar and various admission units on a weekly and occasionally daily basis. Consistent, accurate communication is necessary to assure new files are received by the Registrar’s Office promptly and that incomplete files can be finalized as quickly as possible.
  • Verifies, approves, enters and/or oversees transfer credits (in student records) on a daily basis.  The frequency of this task varies during the year, extensive evaluations are performed annually as well as hundreds of transactions from memoranda, graduate transfer forms, study abroad work, domestic transcripts, Advanced Placement (AP) and International Baccalaureate (IB) test scores, etc. Identifies new AP or IB exams; coordinates with appropriate faculty to determine credits and placement; updates AP/IB policy guide.
  • Through an interdepartmental service agreement, position develops procedures for and trains four file Registrar Advisors and the Administrative Assistant position. 
    • Procedures include preparation of files for permanent records and evaluation of transfer credit.
    • Position trains Admission staff on transfer credit policy and procedures.
    • Position represents the Registrar in collaboratively developing new or renewing transfer articulation agreements with other Colleges.
  • Provides pre-approval forms and policy information to students who wish to attend foreign and domestic institutions and then transfer credits back to the Colorado School of Mines (e.g., for certain study abroad programs). Position works closely with other university officials to assure that transfer policies are administered consistently for continuing Mines students.

Records and Registration

  • Supervises registration and records processes, COF, VA, transfer, and scheduling.
    • Manages registration functions for the Colorado School of Mines. 
    • Develops and implements institutional registration policies and procedures; schedules registration periods. 
    • Continuously develops, implements, evaluates and improves office procedures while maximizing service to the University community. 
    • Ensures the provision of efficient means to register students into classes while adhering to academic, institutional, accreditation and federal standards and regulations. 
    • Develop policy and procedures for registration processes for all students. 
    • Develops and presents registration training to university employees and students.
  • Administers Title IV registration and withdrawal compliance for the Office of the Registrar.
    • Assures policies, procedures, communications to constituents are completely compliant with federal financial aid regulations. 
    • Serves as liaison to Offices of Financial Aid and Bursar's Office.
  • Recommends and participates in the development and implementation of academic policies and procedures.
    • Serves as an internal adviser to administrators regarding student records and academic-related regulations.
    • Communicates policies and procedures to constituents via writing, web, telephone, email or conducting training.
    • Maintains published procedures documentation. 
  • Manages course grading functions for institution.  Develops and implements grading procedures, including initial grading, grade changes. 
  • As manager of student records, supervises institutional transcript services, producing official and unofficial transcripts.

Daily Operations and Leadership

  • Manages daily operational functions of the Registrar’s Office. 
    • Determines workflow and deadlines for the Registrar’s Office front desk operations.
    • Supervises team of Registration Advisors (3-5) positions in the Registrar’s Office, VA certification Official, a customer service associate, and student employees. 
    • Trains new staff and students in Registrar’s Office operations.  Retrains existing staff on policy and procedural changes. 
    • Manages customer service for Office of Registrar.
    • Monitors performance metrics for customer service operation.  
    • Recruits, hires, orients, trains, supervises, and evaluates and terminates student employees to ensure that managed functions are adequately staffed.

Represents the Registrar’s Office on Campus

  • Represents the Registrar/Registrar’s Office on various campus committees.
  • Responds to student, faculty and other complaints, registration and billing problems. 
Minimum Qualifications:
  • Bachelor's degree from an accredited institution.
  • Experience working in a Registrar’s Office or Student Services.
  • Experience in curriculum policy and higher education rules and regulations. 
  • Supervisory or management experience.
  • Proficiency with higher education computer applications and programs.
  • Proficiency with Student Information Systems. Demonstrated ability to analyze and change systematic programs; the creativity to apply policies, procedures, and regulations for higher education to computerized programs. 
  • The person in this position must have a working knowledge of and operate in accordance with Federal, State and local laws and guidelines, including FERPA regulations, CCHE Regulations, and Mines’ rules and policies.
  • Experience and enthusiasm in working with a diverse student, staff, and faculty population from a growing university setting.
Preferred Qualifications:
  • Master's degree.
  • Significant experience in a Registrar’s Office.
  • Experience in the area of computerized student records using Banner, Courseleaf, Parchment, DegreeWorks, CAPP, and Astra Schedule.
  • Experience with transfer processes, articulation agreements and best practices of transfer coursework.
  • Experience working with student veterans and processing Veteran Affairs certifications.
  • Experience at mid-level management or above.
How to Apply: Review of applications will begin on February 24. Applicants will be asked to complete an online application (personal information, demographic information, references, veterans status), upload a resume (2 pages or less) and cover letter describing your management style and why you are the best fit for the position (2 pages or less). References will not be contacted until later in the selection process and you will be informed before that contact is made.
Total Rewards: Starting salary will be determined by the qualifications of the selected applicant balanced with departmental budget availability, internal salary equity considerations, and available market information. Mines provides an attractive benefits package including fully paid health and dental insurance. Part of Mines' mission is to create a family-friendly environment supported through our dependent tuition benefits, parental leave benefits, and dependent care assistance plan, as well as in special events, camps, and programming. For more information visit:
Background Investigation Required: Yes

Advertised: Mountain Standard Time
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