Registrar

Fort Valley State University, the only 1890 land-grant university in Georgia, is a comprehensive institution that provides an education to over 2,800 students including graduate students. The university is located in the town of Fort Valley in Peach County, the original site of the state's peach industry. Its 1,365-acre (5.52 km2) campus is Georgia's second-largest public university in area.

Fort Valley State University is an affirmative action, equal opportunity institution and does not discriminate against applicants, students, or employees on the basis of race, gender, ethnicity, national origin, sexual orientation, religion, age, disability, or marital or veteran status.

JOB SUMMARY:

This University Registrar is the senior leader of the Office of the Registrar, reporting to the Provost and Vice President of Academic Affairs. This position is responsible for managing and enhancing the academic operations and administrative functions related to student records, enrollment, and course scheduling as well as Veteran Certification. The University Registrar is a crucial steward of undergraduate and graduate academic policies, ensuring compliance with institutional standards and governmental regulations. The University Registrar will supervise and assess staff members within the office to ensure equitable workload and excellent service to the university constituents and stakeholders.

ESSENTIAL DUTIES/RESPONSIBILITIES:

• Student Records & Registration Management
• Maintain and monitor the database for student records per university policies, the guidelines of the American Association of Collegiate Registrars and Admissions Officers (AACRAO), the requirements of accrediting agencies, federal and state laws, the Family Educational Rights and Privacy Act (FERPA), and the policies of the University System of Georgia Board of Regents.Maintain accurate, complete student data records, prepare academic warning, probation, suspension, and dismissal reports for Academic Standing review.Manage the academic registration process to ensure efficient and user-friendly access to the system according to set policies and procedures.
• Degree Audits and Graduation Certification
• Conduct degree audits to verify students' progress and certify completion toward graduation.Supervise the coordination, evaluation and certification of all graduation applications.
• Course scheduling
• Collaborate with colleges and the Associate Provost for undergraduate and graduate education to ensure accuracy of each semester's schedule of classes Ensure accurate publication of course offerings and any course fees associated with them
• Academic Policies and Catalog
• Interpret and enforce academic policies and procedures, ensuring alignment with institutional guidelines and accreditation standardsAssist in the annual revision and publication of the university catalogsMaintain and manage accurate course information in the catalogs and the student information
• Technology Integration
• Implement and manage student information systems and related technologies to enhance efficiency in record-keeping, registration, transcripts and degree completionPartner with the Office of Information Technology to provide leadership, education and direction within the division and the campus community as related to the student information systemand applying technology to registration and records retention policies and processesMaintains the Banner system and the Degree Works degree audit system.
• Communication and Collaboration
• Ensure that the registrar's office provides prompt, accurate, and efficient services and information to students, alumni, faculty, administrators, and external agenciesMaintain close coordination with other enrollment management-related offices, including Admission, Financial Aid, Business Office, and Athletics, to aid in strategic enrollment planningServe on university committees, as designated or by appointment, including the Undergraduate Program Committee, Provost's Council, and Registration CommitteeCollaborate with the provost's and president's offices regarding commencement activities
• Compliance and Data Reporting
• Collaborate with Institutional Research to ensure accurate reporting to internal constituents (e.g., institutional research, academic affairs, president's office) and external stakeholders (e.g., National Student Clearinghouse, IPEDS, Department of Defense)Certify student eligibility for participation in NCAA intercollegiate athletics and veterans' benefits
• Transcript Evaluation and Transfer Credit
• Evaluate and process transfer credits from other institutions and credits for Advanced Placement, CLEP, Cambridge, International Baccalaureate, etc.Coordinate with the Office of Admission to create a process to generate transfer credit evaluations quickly for prospective students
• Academic Calendar Enforcement
• Maintain up-to-date academic calendars, course schedules, catalogs, and final examination schedules.

Perform related duties as assigned.

MINIMUM QUALIFICATIONS:

• Master's degree in any field required and or equivalent experience, with a degree in higher education or a related field preferred
• At least five years of relevant management experience in a registrar's office or similar role in a regionally accredited University environment
• In-depth knowledge of academic policies, procedures, and regulations in a university
• Demonstrated extensive experience with applying technology to existing and emerging applications and innovative approaches to student information systems(SIS), registration processes, customer relation management (CRM) systems, and other related functions
• Comprehensive data reporting and analysis skills
• Excellent written and verbal communication skills
• Strong analytical and problem-solving skills with attention to detail

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of student record-keeping policies and procedures.
• Knowledge of local, federal, and state reporting requirements.
• Knowledge and experience in FERPA in higher education.
• Knowledge of Acadeum Course Share.
• Knowledge of My DegreeWorks
• Extensive knowledge and experience of student information systems, preferably Ellucian BANNER.
• Skill in oral and written communication.
• Skill in organization and attention to detail.
• Understanding and management of the allocated budget.
• NCAA athlete certification processes.
• Verification of veteran benefits for all qualified veterans and dependents

SUPERVISORY CONTROLS

The Provost & Vice President for Academic Affairs assigns work regarding department goals and objectives. The work is reviewed through conferences, reports, and observation of department activities. The Registrar oversees staff who serve as liaison(s) to colleges/schools and departments on applicable Office of the Registrar's functions, policies, procedures, and responsibilities.

COMPLEXITY/SCOPE OF WORK

The work consists of varied duties in directing the university's registrar functions. The necessity of responding to the day-to-day or immediate needs of students contributes to the complexity of the position.Success in this position contributes to the efficiency and effectiveness of department operations.

CONTACTS

Contacts are typically with co-workers, faculty, staff, students, parents/guardians, other University System staff, peers at other institutions, and members of the general public.Contacts are typically to provide information concerning student records and data; to resolve problems; to provide services; to motivate or influence persons; and to justify, negotiate or settle matters.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

This position has direct supervision over Assistants (3) and VA Certifying Official (1).

USG Core Values Statement

The University System of Georgia is comprised of our 26 institutions of higher education and learning, as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found on-line at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found on-line at https://www.usg.edu/policymanual/section6/C2653.