"Associate Registrar"

Associate Registrar

Company: Rocky Mountain University of Health Professions

Job Location:

Category: Registrars

Type: Full-Time

REPORTING RELATIONSHIPS

Position Reports to: Registrar

Positions Supervised: Student Records Specialist(s) and/or Student Records Assistant(s)

POSITION PURPOSE

The Associate Registrar is responsible for overseeing the daily transactional operations of the Registrar’s Office, with a primary focus on ensuring that core functions, responsibilities, and deadlines are met with efficiency and accuracy. In this capacity, the Associate Registrar supervises Student Records staff and collaborates closely with—though does not directly supervise—Assistant Registrars. The Associate Registrar also serves as acting lead in the absence of the Registrar and supports the Registrar in advancing strategic goals and implementing process improvements across the office.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

1. Student Records & Student Information System (SIS) Oversight

• Supervise Student Records staff in the following areas:
• Maintaining and updating student files in compliance with University record retention policies.
• Processing transcript, verification, and record requests.
• Monitoring student engagement and attendance via the Learning Management System (LMS), ensuring accuracy and timeliness of this process.
• Serving as the first point of contact for general Registrar’s Office inquiries (via phone, email, and in person), including reception duties.
• Oversee day-to-day operations of the Student Information System (SIS), acting as the office’s SIS expert.
• Coordinate with the SIS Project Specialist, TI team, and EduTech to resolve issues, improve processes, and streamline workflows.
• Assist/coordinate with the SIS Project Specialist in back-end set up of courses/sections/terms/prerequisites, etc.
• Support academic processes:
• Assist in monitoring student academic progress in collaboration with the Registrar and academic program leadership.
• Support Assistant Registrars in time-sensitive projects such as registration and degree conferral.
• Administrative duties:
• Maintain the Registrar’s Office calendar, manage staff scheduling, and coordinate meeting requests.
• Monitor office supply inventory and reorder as needed.
• Manage logistics for open Registrar’s Office positions, including applicant tracking, interview scheduling, and reference checks.
• Collaborate in onboarding and training new staff, serving as a first point of contact for routine questions and guidance, and partnering with the Registrar to address more complex concerns as they arise.
• Participate in regular meetings with the Registrar to stay informed about student concerns (e.g., appeals).

Graduation and Commencement

• Support the planning and execution of commencement ceremonies:
• Assist in coordinating logistics including regalia, venue, and participant communications.
• Assist with tri-annual graduation processes:
• Participate in degree audits and student degree conferral processes.

Policy and Procedure Management

• Assist in the development, maintenance, and regular updates of:
• Registrar’s Office procedures and workflows.
• Academic policies (including University Handbook content)
• Coordinate audits of Registrar's Office processes.

4. Curriculum and Academic Scheduling

• Collaborate with relevant departments to:
• Maintain the academic calendar and scheduling of classrooms, including on-site courses.
• Support curriculum updates as applicable to Registrar’s Office functions.
• Serve on Logistical Curriculum Committee
• Maintain Program/Certificate Comprehensive Listing file as needed.
• Maintain annual University Course Catalog
• Ensure the University website reflects accurate, up-to-date program information.
• Assist in monitoring students with part-time or customized degree plans to ensure proper course scheduling and degree progression.
• Review Transfer Credit Evaluation packets as prepared by Assistant Registrar prior to forwarding for program review.

PERFORMANCE MEASUREMENTS

1. Respond to students, staff and faculty at the University in a timely manner, including processing all records requests promptly and accurately
2. Accuracy in student records and request processing

POSITION COMPETENCIES

• Attention to Detail
• Problem-solving
• Communication
• Development of Self
• Job Knowledge/Skill Application
• Champions Innovation
• Drives for Results
• Collaboration
• Integrity
• Critical Thinking
• Initiative
• Student/Customer-Centeredness
• Develops & Inspires Others
• Develops Strategic Perspective
• Financial Accountability

WORKING REQUIREMENTS/CONDITIONS

Education/Certification:

Bachelor’s degree or a minimum five years of relevant experience required.

Required Knowledge:

• Knowledge of Family Educational Rights & Privacy (FERPA) Act.
• Knowledge of higher education procedures and good practices.
• Understanding of student record keeping and organization.

Experience Required:

• Experience in Registrar’s Office (or related areas) strongly preferred; experience with student information systems highly desirable.
• Experience with distance learning (online/blended).

Skills/Abilities:

• Excellent computer skills, including the Microsoft Office Suite (Word, PowerPoint, Excel, Outlook)
• Experience with complex technological applications
• Responsible and trustworthy with confidential data
• Detail-oriented; meticulous and conscientious
• Professional communication skills – in person, written, and online
• Ability to work independently
• Problem solving capability
• Ability to deal with a variety of variables under only limited standardization
• Able to interpret various instructions

PHYSICAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION

• Finger dexterity: Using primarily just the fingers to make small movements such as typing, picking up small objects, or pinching fingers together
• Talking: Especially where one must convey detailed or important instructions or ideas accurately, loudly, or quickly
• Average Hearing: Able to hear average or normal conversations and receive ordinary information
• Average Visual Abilities: Average, ordinary visual acuity necessary to prepare or inspect documents or products, or operate machinery
• Physical Strength: Sedentary work. Sitting most of the time. Exerts up to 40 lbs. of force occasionally (Almost all office jobs)

WORKING CONDITIONS

None: No hazardous or significantly unpleasant conditions (Such as in a typical office)

MENTAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION

• Reasoning Ability: Ability to deal with a variety of variables under only limited standardization; Able to interpret various instructions
• Mathematics Ability: Ability to perform basic math skills, use decimals to compute ratios and percentages, and draw and interpret graphs
• Language Ability: Ability to read a variety of books, magazines, instruction manuals, atlases, and encyclopedias; Ability to prepare memos, reports, and essays using proper punctuation, spelling, and grammar; Ability to communicate distinctly with appropriate pauses and emphasis; correct pronunciation (or sign equivalent); and variation in word order using present, perfect, and future tenses