Assistant Registrar – DARS and Degree Auditing

Job Description

1. Graduation Application Review & Communication. Maintain up-to-date working knowledge of the Minnesota State Integrated Statewide Record System (ISRS) graduation database modules, (i.e., Grad App Tracking, Student Degree, and Degree Posting modules). Perform student graduation pre-checks including provisional honors, departmental major and minor requirements, college requirements, Minnesota State and WSU degree requirements, and all prior or current General Education Program requirements. Perform student graduation degree audits and final checks to certify that the student has successfully completed all graduation requirements to ensure integrity of the institution. Officially certify and posts students’ degrees (including majors and minors), and certificates to the Minnesota State ISRS student record system. Communicate with students and their advisor(s) when the student does not meet the graduation pre-checks or when the student does not complete their graduation requirements. Assist the Academic Affairs office, college deans, academic departments, and advisors to resolve graduation issues for students.
2. Degree Audit Reporting System (uAchieve) Administrator. Serve as University expert responsible for knowing and encoding all Minnesota State and University degree requirements and associated academic policy into uAchieve. Perform extensive testing of each degree/program audit and other components of uAchieve to ensure accuracy. Stay up to date in the development and enhancement of uAchieve and transfer methods, regulations, and policies by attending uAchieve conferences and Minnesota State webinars. Work with IPAR and other academic departments to coordinate and produce reports associated with uAchieve data. Help define the term-by-term academic plans and assist the university in providing aggregate data needed to determine course demand analysis and scheduling.
3. Managing uAchieve Audit, Graduation Planner and Major Mapping Responsible for knowing and encoding all uAchieve related systems. Will work closely with academic departments, and academic advisors to prepare program roadmaps/major mapping. Ensure consistency among primary communication sources regarding program availability and degree requirements (i.e. uAchieve, online catalog, major maps). Responsible for implementing and maintaining major maps and programming degree mapping tool.  Communicate with students, faculty, and staff to support the interactive experience for those who use the product online. Train students, counselors, advisors, and other support staff on how to request and read a degree audit and the graduation planner.
4. Update Student Record. Evaluate course exceptions to ensure exceptions comply with university policy and Minnesota State policy.  Process course substitutions and exceptions in student record in uAchieve. Update student record with transfer coursework and evaluate record for repeats.  Review transfer GPA between uAchieve and student record and resolve any issues if discrepancy. Communicate with advisors, department chairs, and college deans to discuss possible solutions to issues in student record.
5. Commencement Planning. Assist in preparation of student lists for commencement and in determination of split of colleges for ceremonies. Prepare communications regarding commencement ceremony. Oversee commencement planning with administrative assistant and student staff. Respond to student and parent inquiries regarding commencement participation.
6. Perform other duties as assigned to ensure the smooth functioning of the department and maintain the reputation of Winona State University. Including but not limited to participating on committees and work groups and participating in professional development opportunities. This position also includes a rotation at the front Warrior Hub Enrollment Services desk to serve students, faculty, staff, and the public face to face.

Salary Range: $47,607 - $93,342; Commensurate with qualifications and experience

Minimum Qualifications

• Bachelor’s Degree
• Two (2) years of professional experience in a post-secondary student enrollment services environment.

Preferred Qualification

• Demonstrated experience and knowledge of student information systems.
• Strong analytical and problem-solving skills with demonstrated competence in the use of logic.
• Excellent verbal and written communication skills.
• Proficient with standard word processing, spreadsheet, and data base application software.
• Demonstrated ability to execute detailed and complex projects with minimal supervision.
• Strong organizational skills with attention to detail.
• General knowledge of university curriculum and academic policies and procedures.
• General knowledge of data privacy laws.
• Demonstrated ability to collaborate with university personnel.
• Demonstrated ability to interact with multiple and diverse groups of people.
• Demonstrated good work ethic.

Other Requirements

1. The successful candidate must be able to lawfully accept employment in the United States by the day employment begins. The University regrets that we are unable to offer H1-B sponsorship at this time
2. A complete online application will include the following:
   • A cover letter that addresses the qualifications listed previously
   • Current Curriculum Vitae / Resume
   • Transcripts (undergraduate and graduate)
   • A list of professional references with contact information