"Associate Registrar, Academic Records"

JOB PURPOSE:

The Associate Registrar for Academic Records serves as a key leader within the Office of the Registrar, working closely with the Registrar relating to the full scope of academic records and representing the Registrar in their absence, both internally and externally. This position is responsible for ensuring the integrity, security, accuracy and access to academic records; staff training; application of technologies that support office functionality including testing and updating the student information system; independent judgement and resolution of problems encountered by students, faculty and staff; representation for the office in committees; resolution of enrollment and grading issues, making exceptions or interpretations as necessary; and being a resource to faculty, staff and departments on office and College policy. Serves as an acting official in the absence of the Registrar to ensure the smooth and efficient operation of the Office of the Registrar. This Associate Registrar position has a significant amount of professional autonomy and works collaboratively with others on campus to greatly impact student and faculty success at Pomona College. This role actively participates in the College's efforts to create a workplace in which everyone is treated with dignity and respect and is valued for their contribution.

ESSENTIAL FUNCTIONS:

• Manages, plans, and administers a range of administrative operations in a non-academic unit of full-time employees. Establishes priorities and deadlines for completion of tasks by Registrar staff. Organizes, assigns, and adjusts work and break schedules, workloads, and coverage for phone and front office to ensure an acceptable level of customer service is provided.
• Coordinates aspects of student registration, graduation, and enrollment. In collaboration with other Office of the Registrar staff, assists with overseeing activity, including but not limited to course registration, graduation processing, and Pomona College strategic initiatives.
• Provides guidance and direction to staff on complex procedural issues. Interprets, implements and ensures adherence to established policies of the campus, California state and federal regulations, Title V Education Code, and the best practices of the American Association of Collegiate Registrars and Admissions Officers (AACRAO).
• Along with other leadership in the Office of the Registrar, responsible for the recruitment, hiring, training, cross-training, and coaching of staff. Monitors and evaluates staff performance and provides coaching, direction, and assistance. Leads the efforts of subordinate staff to provide general information to students regarding the policies and procedures of the Office of the Registrar.
• Assist with internal and external requests for regular and ad hoc reporting, including development of custom reports as needed. Work with the Office of Institutional Research, the Dean of the College, and the Office of Financial Aid for data, including but not limited to IPEDS, Common Data Set, graduation rates, tenure and promotion reporting, cross-registration reporting, and annual Financial Aid audit student records.
• Provides the first-level supervisory support for escalated student inquiries and problems. Researches and resolves problems escalated by staff, such as non-routine operational and student enrollment-related problems. Prepares non-routine professional responses to students verbally and in writing. Consults with the Registrar and members of the Dean of the College office as needed on the most escalated, unresolved, and complex student issues.
• Advises administrators, staff, instructors, and students regarding Registrar services and procedures. Makes recommendations and assists in technology systems implementation and update testing that may affect the student or faculty experience.
• Develops and updates training materials, including customer service standards and scripts. Assists with providing training to various campus constituencies. Updates materials as systems or policies change.
• Assist the Registrar on issues of policy, planning, and goal setting; recommends procedural adjustments based on continual environmental scanning. Coordinate special projects, tasks, and duties. Participates as a team member in various committees, meetings, and projects representing the Office of the Registrar. Along with other departmental staff, periodically reviews the Registrar area websites and print materials. Makes recommendations, develops, and implements new or revised student standards, policies, and procedures to resolve recurring enrollment-related problems. Prepares recommendations for continuous improvement for student services when applicable.
• Maintains compliance with FERPA, federal and state regulations, and university policies. Explains and interprets academic policies and procedures to campus and consortium constituents.
• Stays abreast of changing best practices through professional development activities.

QUALIFICATIONS:

• Education: Bachelor's degree from an accredited college or university is required. Master's degree is preferred.
• Experience: a minimum of five years of progressively responsible academic records experience in a Registrar's Office or related office within higher education is required.

REQUIRED KNOWLEDGE AND CRITICAL SKILLS:

The candidate must possess the knowledge, skills, and abilities to be able to successfully perform the essential functions of the job or must be able to demonstrate how the essential functions will be performed (with or without reasonable accommodation) using other knowledge, skills, and abilities not listed below.

• Deploy professional skills in academic record management, in collaboration with colleagues, to best promote the College's strategic interests.
• Demonstrate effective, accurate, and clear communication with excellent verbal, written, interpersonal, reading, and leadership skills to supervise, facilitate, motivate, and inspire a highly diverse group of employees. Must also assist and communicate well with parents, students, alumni, community partners, and other possible stakeholders.
• Ability to research technical specifications and best practices findings.
• Operate computers proficiently with basic Microsoft Office software (such as Word, Excel, Outlook) and associated professional software (such as Cognos 10, Jenzabar, Anthology Student, Coursedog, menu-driven databases, standard internet usage). Use assigned technology, devices, and equipment to achieve annual goals and maintain confidentiality. Experience with Jenzabar CX and Anthology Student is highly desirable.
• Handle all activities and highly confidential information with patience, discretion, good judgment, courtesy, and tact while working with people from a wide variety of backgrounds. Understand and comply with FERPA regulations.
• Prioritize and perform multiple projects and tasks, and meet deadlines and timelines, respond to others in a timely manner, and work both independently and as a collaborative member of the College with a high standard of integrity and ethics, in support of the College's strategic vision and the division's/department's annual goals. Use exceptional organizational and time management skills to complete work with accuracy and with attention to detail.
• Analytical skills related to reporting and metrics. Be able to identify important metric needs and effectively communicate those requirements to the appropriate group for data validation. Experience with relevant report writing software or tools. Ability to develop and maintain an overall working knowledge of Pomona College Office of the Registrar operations and procedures, including how they interface with student information systems and other software tools.
• Ability to conduct activities in a professional and ethical manner, to foster a climate of trust, fairness, and transparency with students, faculty, and others both inside and outside of the Pomona College community and The Claremont Colleges. An appreciation of inclusion and the mission of Pomona College and The Claremont Colleges consortium is preferred.
• Serve as a Mandatory Reporter, a Responsible Employee, and a Campus Security Authority per existing state and federal regulations.

REQUIRED HOURS:

The regular hours for this full-time position are 8:00 a.m. to 5:00 p.m., Monday – Friday. Holiday, weekend, and evening work hours may be required. Regular hours may vary due to the needs of the College or division. Regular, in-person attendance is considered an essential job function. Some flexibility for hybrid work may be available during the summer months, though it will be dependent upon office needs and is at the discretion of Pomona College.

ADDITIONAL POSITION DETAILS:

The rate for this role is between $80,000 - $88,500 with a competitive benefits package. The specific factors that the College will consider when offering a salary to an individual will include, but will not be limited to: education, training, relevant prior experience, and performance in prior roles. All staff positions are ineligible for visa or permanent resident card sponsorship. As a California employer, Pomona College requires all employees to be residents of California.

POMONA COLLEGE REWARDS:

Pomona College offers a wide variety of benefits and perks including health, dental, and vision plan options; paid time off; flexible spending accounts; retirement benefits; tuition assistance; fitness and wellness programs; ride share incentives; and so much more!