Associate Registrar

About the Job

Associate Registrar

Please note, this position is not eligible for H-1B or Green Card sponsorship. This position does not offer a STEM OPT training program.

The Associate Registrar serves as the backbone of the Registrar’s Office by supporting the general daily functioning of the department. Additional work includes overseeing student records for accuracy, implementing strategic processes to increase efficiency and transparency, and developing collegial relationships with other University staff while working toward University-wide initiatives. The Associate Registrar is a student-facing role that will engage with students both virtually and in-person, ensuring compliance with Law School and University Policies. Most work is performed independently with guidance from the Assistant Dean of Students, as needed.

This is a 100%, 12-month position that is annually renewable. This is also a hybrid position with the expectation of being on campus four days per week.

The salary range for this position is $70,000 - $80,000 annually.

Responsibilities / Duties:

• Manages the majority of registration processes, grade entry, exam security, student record tracking, and student privacy.
• Works collaboratively with various University and Law School staff to create improved processes related to student records.
• Acts as the primary contact for all Registrar related inquiries and issues, including being responsible for staying abreast of changes with student record systems, finding solutions to issues, and using discretion when determining whether to elevate the issue to the Assistant Dean of Students.
• Meets with students for registration related inquiries, course permissions, or grade disputes.
• Supervises full-time Student Data Specialist.

Academic Records and Degree Certification - 65%

• Oversee the end-to-end lifecycle of student academic data from onboarding as a first year student to certifying degree completion as a graduate of a program
• Manage registration and enrollments by setting registration dates, providing important registration information to key stakeholders, and administratively enrolling students in courses that require special permissions.
• Accurately and efficiently post the majority of grades, approximately 3,800 per semester; review submitted grades for rule compliance and ensure transcript notations are accurate.
• Receive approved Reduced Enrollment forms and make student record adjustments; includes communicating with the University Registrar in cases of backdating withdrawals.
• Manage Graduate Planning and Audit System (GPAS) updates; responsible for overseeing exceptions to the standard requirements, such as transfer student classes, dual degree students, non-law class credits, and concentrations;
• Work with Student Affairs Advisors to review student records to confirm completion of graduation requirements and clear degrees.
• Oversee the Student Data Specialist's data gathering and distribution of ranks/thresholds/Dean’s List to law school departments and website.
• Meet individually with students for registration related inquiries, course permissions, or grade disputes.
• Enforce University and Law School Registration and Grading Policies.

University and Outside Liaison – 5% time

• Serve as internal student records representative when new programs are being considered, and Law School’s PeopleSoft access Key Contact
• Disseminate to Student Affairs staff critical changes and information relevant to Law School and University record-keeping functions
• Attend RAC and GPAS User Group for monthly meetings
• Initiate communication with University Business Analysts and OTR staff with regard to how the Law School uses PeopleSoft functionality

Student Affairs Communications and Web Content Creation and Management – 20%

• Draft, edit, and submit for posting updated content for Current Students section of website; solely responsible for keeping current registration-related web content;
• Collaborate with Law School Communications, webmaster and other Student Affairs staff to plan and create new web pages when needed;
• Oversee all Registration related communications to stakeholders, including fielding any enrollment permission requests and exceptions;
• Co-manage lawreg@umn.edu email account of Registrar's Office, responding to faculty, student, staff, and non-law individual’s inquiries and requests;
• Hold office hours or appointment slots for students to hold face-to-face or virtual meetings.

Records System Management and Development – 10%

• Maintain training in and access to all Law School records management systems, both current and historical, including: historical paper files, SMART transcript system, PeopleSoft system, combined degree transcript program, and Perceptive Content document imaging system
• Provide trouble-shooting assistance when discrete issues arise with student records
• Update historic student transcripts from paper records and SMART transcripts to ensure PeopleSoft data accurately reflects past student performance as needed
• Analyze and strategize with Law School departments how to manage new processes, predictive process-mapping, trouble-shooting questions and concerns from administration and University
• Serve as back-up for curriculum-related tasks: Maintain access and training in PeopleSoft course scheduling, enter proxies for courses, identify and adjust variable credit and grade base defaults as needed
• Develop data sharing concepts and coordinate with other departments as needs arise: MJF Law School Public Service Program student tracking, and U Card photos for incoming students, are examples

Qualifications

Required:

• A Bachelor’s degree plus four years of relevant experience or a master’s degree plus at least two years of experience.
• Must demonstrate exceptional attention to detail and a proven ability to maintain strict confidentiality.
• Capacity to effectively communicate, work collaboratively, directly supervise, and engage with faculty, staff, students, and stakeholders at all levels.
• Excellent interpersonal, cross-cultural, and public communication skills; professional judgment and discretion; organizational skills.

Preferred:

• Prior experience within a University Registrar’s office or higher education setting, particularly with graduate or professional degree programs.