Instructions for Writing the Job Description



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JOB DESCRIPTION

POSITION TITLE: Associate Registrar, Data Systems and Reporting

REPORTS TO: Registrar / Assistant Vice President for Academic Affairs

PRIMARY FUNCTION: Position is responsible for overseeing the maintenance and upgrading of all functions of the Student Information System (SIS), coordination of the interaction of the SIS with other relevant on-campus and third-party databases, and for providing day-to-day SIS support for the Office of the Registrar and Academic Advising and other constituencies. This support aids various campus departments, offices, faculty, staff, and students who use the SIS. The position provides leadership in the Office of the Registrar and Academic Advising by coordinating all day-to-day office processes and managing all issues regarding data management and future implementation plans, and manages and oversees documentation of the SIS Windows and web applications through a procedures manual. In addition, the Associate Registrar for Data Systems and Reporting is the main liaison to Information Technologies (IT) and other offices in relation to data systems that interact with the SIS. The position is also responsible for providing current and past student data to requestors, coordinating with the Office of Institutional Research and Evaluation and with the Associate Registrar, Curriculum and Data Analysis.

AREAS OF RESPONSIBILITY:

1. Support the Student Information System (SIS) by serving as an information resource within and outside the Office of the Registrar and Academic Advising. Develop and implement appropriate strategies for the long-term management of the SIS. Ensure accuracy and data integrity of the SIS. Responsible for overall management of the SIS application, including office and web user application access, support, and security settings when applicable. Complete administrative tasks within the SIS, such as opening and closing web grading and web registration. (daily)

2. Serve as the SIS technical liaison to the Business Office, Financial Aid, Advancement, Institutional Research and Evaluation, International and Off-Campus Studies, Music, Communications, Academic Support, IT, and other offices for questions and reporting. Manage imports and exports of data into and out of the SIS in collaboration with other offices and their current and prospective database systems (e.g., TK20 [Education], Terra Dotta [International and Off-Campus Studies], Slate [Admissions], Faculty Information System [Dean of the College], Advancement, Dean of Students) to coordinate imports and exports with the SIS. (daily).

3. Oversee the yearly office calendar and day-to-day processes of the Office of the Registrar and Academic Advising, ensuring that all tasks are completed in a timely and thorough way according to the highest standards of quality. Supervise the implementation and timely maintenance of the office procedures manual. Develop and perform annual audits of processes and procedures used to maintain the security and integrity of the SIS. Develop and maintain documentation for the SIS. (daily)

4. Document and coordinate the registration process. Work with the Assistant Registrar for Academic Advising and the First Year experience on pre-registration of students prior to registration.

5. Work independently and with the Associate Registrar, Curriculum and Data Analysis and the Office of Institutional Research and Evaluation to create and run reports for internal and external use and to develop new applications of the SIS in order to provide the best service to the college. (regularly as needed)

6. Maintain degree requirements for B.A. and B.M. and general education requirements for each curriculum year. Consolidate duplicate student information. (ongoing)

7. Coordinate the document imaging process for the Office of the Registrar and Academic Advising. (ongoing)

8. Serve as the main contact for receiving electronic score reporting of Advance Placement (AP) and International Baccalaureate (IB) scores. Coordinate entry and dissemination of data to departments and programs; and application of AP and IB credit to students’ academic records prior to and during each academic year. (July, ongoing)

9. Run yearly re-classification programs and aid Assistant Registrar, Degree Completion and Special Programs in tracking student repeats of courses. (before and after each term)

10. Run duplicate diplomas for students as requested. Run diplomas for graduates in May of each year. (annually in May and occasionally)

11. Other tasks as assigned by the Registrar. (as needed)

SUPERVISORY RESPONSIBILITIES: In regards to relevant duties, the Administrative Assistant, Coordinator, Academic Records and Scheduling

CONTACTS: Works closely with all members of the Office of the Registrar and Academic Advising, campus-wide administrative personnel, deans, dept chairs/program directors on issues regarding design and implementation of the student information system and its coordination with other systems as detailed above, current registration policies and procedures, and accessing statistical information for numerous reports. Primary contact with Information Technologies (IT).

EDUCATION: Essential: Some college and extensive computer application training

Desirable: Bachelor’s Degree

EXPERIENCE: Essential: 3 to 5 years of data management experience in higher education to include Microsoft Word, Excel, Access, and Crystal Reports. Ability to multi-task.

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Desirable: Extensive knowledge of AS 400 computer system.

KNOWLEDGE, SKILLS, ABILITIES:

• Excellent technical skills with and understanding of database structures and issues.

• Excellent trouble-shooting and communication skills.

• The ability to work well under pressure and to interact with all segments of the campus community, and to provide outstanding customer service.

• Commitment to professional integrity, including knowledge of and commitment to upholding federal confidentiality guidelines regarding confidentiality of student academic information.

• Understanding of the college’s curriculum and requirements and of the purpose of a liberal arts education, and commitment to maintaining this understanding.

• Commitment to maintaining best practices in service, innovation, and efficiency.

• Commitment to a collaborative work environment.

• Commitment to seeking appropriate professional development.

PHYSICAL DEMANDS: Must be able to sit for extended periods working at a computer.

WORKING ENVIRONMENT: Comfortable working in a somewhat confined space with a lot of noise and surrounding activity.

WORK SCHEDULE: FTE: 1.00

Shift: normal business day

APPROVAL: Mary Cisar

DATE: January 28, 2013

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