Position Summary
The Registrar provides strategic leadership and oversight of the college's academic records and registration processes, ensuring compliance with institutional policies, FERPA, and external regulations. Serving as the gatekeeper of institutional academic records, the individual will provide leadership in planning, organizing, implementing, and managing all registration, graduation, and academic records functions. This role ensures compliance with record-keeping standards, college policies, and…
procedures while meeting the benchmarks established by AACRAO. The Registrar also maintains the integrity of student systems, oversees transfer credit evaluations, manages student academic records, and supports commencement activities.
Additionally, the Registrar collaborates with college administrators to enhance registration services, manages the departments budget, and ensures the retention and security of student records.
Salary Schedule: C3
Essential Duties and Responsibilities
- Ensure compliance with FERPA, institutional policies, and record-keeping standards.
- Oversee adherence to AACRAO-established benchmarks and other regulatory requirements.
- Retain and secure student academic records following FERPA and college policies.
- Manage compliance reporting for external government agencies and internal/external stakeholders, including the National Student Clearinghouse.
- Utilize the Ellucian Banner Student Information System to provide accurate and efficient information, reports, institutional statistics, and services.
- Oversee beginning- and end-of-term processes, including course schedules, registration settings, grade collection, and maintenance of academic records.
- Supervise the drop for the non-attendance process and assist with the drop for the non-payment process.
- Manage operations in systems such as Banner, DegreeWorks, BDM Xtender, TargetX, and NextGen Dynamic Forms.
- Interpret academic rules, college policies, and board regulations regarding student records, grading, graduation, academic calendar, and transfer credits.
- Facilitates creating and maintaining student degree plans as designed by the Instructional Services division.
- Monitor incomplete grades and process grade changes according to established procedures.
- Manage transfer credit evaluations and the posting of AP, CLEP, IB, PLA, and military credits.
- Supervise degree audits, graduation certification, reverse transfer, auto-awarding of credentials, and commencement activities.
- Oversee the College Catalog and Student Handbook's updates, revisions, and publication.
- Provide verification and certification of enrollment for students and other agencies.
- Verify academic status, including honors, satisfactory progress, and probation notifications.
- Collaborate with administrators and staff to improve registration services for students.
- Serve as a liaison for commencement planning with administration, faculty, and staff.
- Assist in the development and implementation of records policies and procedures.
- Serve as the Designated School Official (DSO) for the Student and Exchange Visitor Information System (SEVIS) and international students.
- Ensure the proper disposal of transitory records in compliance with state and federal regulations.
- Manage the Records Office's annual budget.
- Process transcript requests, terminations/withdrawals, re-enrollments, and schedule changes.
- Build and activate terms for registration and manage repeat/replace processing, academic action processes, and honors lists.
- Perform other duties as assigned by the Assistant Dean of Student Affairs, Vice President of Student Affairs & Information Services, Vice President of Instruction, or the President.
Qualifications
Required Qualifications:
- Masters Degree or higher from a regionally accredited four-year college or university. Revised 10/30/2024
- Five (5) years of work experience in Admissions, Records, Registration, or Advising in a higher education setting.
Preferred Qualifications:
- Experience working with student technical systems such as but not limited to Banner, Colleague, or PeopleSoft and Customer Relationship Management (CRM) systems.
- Three (3) years of supervisory/administrative experience in higher education.
Required Knowledge, Skills, & Abilities:
- In-depth understanding of AACRAO standards, FERPA regulations, and institutional policies for maintaining academic records.
- Familiarity with state and federal reporting requirements for student data and records retention.
- Strong leadership and management skills to oversee admissions, registration, graduation, and academic records functions.
- Ability to plan, organize, and implement complex office functions and processes efficiently.
- Expertise in utilizing Ellucian Banner, OneACCS systems (Banner, DegreeWorks, BDM Xtender, NextGen Dynamic Forms), and other relevant administrative software to manage student records and provide accurate reports and data.
- Ability to generate and analyze institutional data, compliance reports, and statistics for internal and external stakeholders (e.g., National Student Clearinghouse, government agencies).
- Strong understanding of record retention policies and the secure handling of student academic records according to FERPA and institutional policies.
- Excellent communication skills to consult with administrators, faculty, and external agencies on registration procedures, graduation processes, and academic status verification.
- Ability to interpret and apply complex policies and procedures and make informed decisions regarding academic records, student status, and credit transfer evaluations.
- Ability to manage multiple tasks and deadlines, particularly during peak periods such as registration and graduation cycles.
- Dedication to staying current on evolving policies, procedures, and technology related to academic records and actively seeking improvements in office functions and student services.
Application Procedures/Additional Information
Applicants must meet the minimum qualifications as indicated on this vacancy notice and must submit a completed online application packet to be considered for this position. Applicants who fail to submit all required information will not be considered. Only applications received during the period of this announcement will be considered. A complete application packet consists of:
- Trenholm State Community College online employment application.
- A current resume, including three (3) references.
- Copy of transcripts that demonstrate the required educational qualifications must be included and must identify the applicant, institution, degree, and date conferred.
WORK EXPERIENCE VERIFICATION
Neither a resume nor an application is appropriate verification of work experience. It is not our policy to contact current and/or previous employers to obtain employment verification. “Work experience verification is required in writing from your current and/or previous employer(s) confirming the required level of experience as stated in the “Minimum Qualifications” section and other related experience. Verification should include dates of employment and position title(s). Proof of work experience verification may be delayed until an official offer of employment using the Work Experience Verification form, which is found on the Human Resources home page. All work experience verification must be completed within 15 days following the employment offer.
APPLICATION DEADLINE: Complete application files will be accepted by the Office of Human Resources on a continuous basis and remain active for one year for available positions. Incomplete application packets will eliminate the possibility of a position opportunity.
EEOC, E-VERIFY, BACKGROUND CHECK STATEMENTS: Trenholm State Community College is an equal opportunity employer. It is the official policy of the Alabama Community College System that no person shall, on the grounds of race, color, disability, gender, religion, creed, national origin, or age, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment. Trenholm State Community College will make reasonable accommodations for qualified disabled applicants or employees.
Trenholm State Community College reserves the right to withdraw this job announcement at any time prior to the awarding. More than one position in the same job classification may be filled by the applicants for this position should another vacancy occur during the search process. Any offer of employment is contingent upon a satisfactory criminal background investigation. The applicant will be responsible for the cost of the criminal background investigation.
This employer participates in E-Verify.