"University Registrar"

Job Details

SUMMARY:

The University Registrar is responsible for all aspects of the Registrar’s Office operations and functions under limited supervision. As the university’s official custodian of student educational records, the Registrar’s duties include, but are not limited to class scheduling, graduation clearance, developing and recommending academic policies to institutional leadership, preparing and publishing undergraduate and graduate catalogs, and collaborating with academic units on space assignments. The Registrar also leads the implementation of technologies that enhance the unit’s effectiveness and efficiency. Additionally, the University Registrar works closely with Information Technology Services on projects that strengthen the university’s academic information infrastructure and provides essential guidance to academic units on records retention policies and practices.

DUTIES AND RESPONSIBILITIES:

• Provides strategic leadership and direction for all operations of the Registrar’s Office, including budgeting, personnel management, recruitment, onboarding, training, supervision, mentoring, and evaluation of staff.
• Ensures data accuracy, integrity, and compliance as the official custodian and point of origin for all student academic records in accordance with federal, state, and university regulations.
• Develops and implements policies, procedures, and data validation protocols to maintain the highest standards of recordkeeping and data quality across academic and administrative systems.
• Collaborates with Information Technology Services and other divisions to improve and automate processes within the Student Information System (e.g., Ellucian Banner), ensuring efficiency, accuracy, and security in institutional reporting and daily operations.
• Monitors and audits student data to identify and resolve data quality issues; develops tools, dashboards, and validation reports that support institutional decision-making.
• Leads and coordinates preparation and publication of class schedules, academic catalogs, and related academic documents.
• Leads Registrar support for New Student Orientation and Commencement, ensuring accurate, timely, and data-validated processes for matriculation and degree conferral.
• Oversees academic standing, degree certification, transfer credit evaluation, and NCAA eligibility verification for student-athletes.
• Partners with academic units, Enrollment Management, and other stakeholders to support academic policy development, course scheduling, and space management (e.g., through Ad Astra or similar systems).
• Engages directly with students and family members on complex registration, records, and graduation matters, providing accurate, clear, and responsive service.
• Represents the Registrar’s Office on institutional committees and councils, providing leadership and expertise on academic policy, compliance, and data governance.
• Collaborates with the New Mexico Higher Education Department and other state, federal, and external partners to implement and maintain compliance with evolving reporting, policy, and accreditation requirements.
• Performs other duties as assigned in support of institutional goals.

Special Conditions for Eligibility:

• Will be required to work occasional weekends and evenings to achieve unit and institution goals
• Occasional overnight travel for participation in professional development pertinent to the position

WORK ENVIRONMENT:

Work is performed in a typical interior / office work environment

• Ability to work with frequent interruptions
• No or minimal exposure to physical risk.

Qualifications

MINIMUM REQUIREMENTS:

Master’s degree in any field

• Five (5) years experience in higher education administration

KNOWLEDGE, SKILLS, & ABILITIES:

• Demonstrated leadership and management skills with the ability to foster a collaborative, innovative, and service-oriented culture.
• Proven ability to use data strategically to assess operations, automate workflows, and improve accuracy, efficiency, and compliance.
• Knowledge of academic policy, degree requirements, transfer credit, and curricular structures, including the ability to interpret and apply institutional and regulatory standards.
• Commitment to professional development and mentorship, fostering continuous learning within the Registrar’s team and among campus partners.
• Dedication to student-centered service, maintaining a balance between compliance and accessibility while promoting operational excellence.
• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies.
• Skill in budget preparation and fiscal management
• Knowledge of rules, regulations, and laws regarding students and record retention.
• Knowledge of standards for excellent customer service
• Skill in formulating policy and developing and implementing new strategies and procedures
• Ability to provide technical advice and professional development to faculty and staff
• Strong background in Registrar staff professional development
• Ability to analyze course prerequisites, certifications, and/or curriculum/graduation requirements.
• Knowledge of registration and general degree requirements (i.e., residency, upper-division hour requirements)

PHYSICAL DEMANDS:

• Repetitive hand motion and prolonged computer use
• Sitting for extended periods of time
• No or very limited physical effort required