POSITION DESCRIPTION

Registrar
Office of the Registrar

SUMMARY:

The Registrar of Hobart and William Smith Colleges is the authorized keeper of all academic records and certifies students for degree conferral. The Registrar reports to the Provost and Dean of Faculty and serves as a member of the Provost’s leadership team for the Office of Academic and Faculty Affairs. The Registrar oversees the management of the Office of the Registrar and provides institutional leadership in maintaining academic standards and policies in alignment with the mission of the Colleges and in compliance with local, state, and federal laws and regulations. The Registrar is charged with implementing, administering and monitoring academic policy established by the faculty (and its committees) in conjunction with the Provost and all academic officers.

The Registrar provides executive oversight of office staff and ensures that the team provides equitable and excellent service to the diverse community of students, staff, faculty, and alumni.

Primary Responsibilities:

  1. Oversee the Office of the Registrar, including hiring, supervision, and evaluation of full-time employees and student assistants.
  2. Maintain all official academic records of the Colleges, ensuring compliance with state and federal guidelines as well as best professional practice as prescribed by AACRAO.
  3. Explain, implement, and enforce academic policies of the Colleges; consult with faculty and administration when new policies are warranted or revisions necessary.
  4. Direct, plan, and oversee registration, final grading, and degree clearance processes. Oversee scheduling of courses, classroom assignments, and record retention.
  5. Serve as primary data steward for student academic record data; provide data and analysis as needed.
  6. Manage the student information system and ensure its integrity; maintain security and confidentiality of student records. Ensure continued development of the student record and registration system-consistent with the changing needs of students, faculty and the Colleges community as well as new developments in technology, particularly computer hardware and software.
  7. Supervise the evaluation and recording of transfer credit, including credit for Advanced Placement and International Baccalaureate examinations, credit from study abroad programs, and pre- and post-matriculation credit from domestic institutions, ensuring that credit is transferred in accordance with college policies, external regulations, and best professional practices.
  8. Provides the Office of Financial Aid with enrollment information on students eligible for VA education benefits.
  9. Serve in an advisory capacity to faculty and the Provost and Dean of Faculty in academic policy discussions by attending meetings of and providing information to the Committee on Academic Affairs (CoAA).
  10. Evaluate students' progress toward completion of degree requirements.
  11. Certify eligibility of student athletes in accordance with NCAA guidelines.
  12. Consult with the Provost’s office to manage the Academic Calendar.
  13. Oversees the production of the official academic catalogue.
  14. Actively participates in developing, maintaining, and evaluating various communication efforts, including Governance documents, the academic catalog, Registrar’s website, and regular correspondence with students, staff, and faculty.
  15. Prepare and distribute enrollment-related reports for internal Colleges use.
  16. Produce accurate lists of graduating seniors, coordinate Colleges student line-up, procession, and diploma distribution for commencement ceremony, and work with the President’s office on other commencement activities.
  17. Serve as primary resource and trainer on FERPA, consulting General Counsel as needed.
  18. Work with Institutional Research to provide data for State (NYSED) and Federal (IPEDS) reporting as needed. Assist IR with preparation and submission of enrollment-related reports to government and regulatory agencies such as the National Student Clearinghouse, accrediting associations (MSCHE), and other state, local and federal entities as required.
  19. Collaborates with other offices (including admissions, institutional research, business office, computing, financial aid, and student life) in establishing and applying data standards, integrating information within and across systems, and auditing data quality and integrity.
  20. Supervise office staff, including managing internal operations such as sustainable budgeting, inventory, purchases, and forms design. Determine staff and budget needs for the office and submit recommendations to the Provost and Dean of Faculty.
  21. Represents Hobart and William Smith Colleges as a member of professional organizations and contribute to professional advancement in the field.
QUALIFICATIONS:

Education: Master’s degree is required.

Experience: A minimum of 5 years of experience with academic records is required, including at least 3 years as a Registrar, and/or Associate/Assistant Registrar in higher education.

Skills:

  • Excellent interpersonal, written, and oral communication skills; the ability to develop professional relationships across the Colleges, and engender trust and reliability with a strong service orientation for a wide variety of constituencies.
  • Ability to work effectively with complex administrative software systems (Peoplesoft), analyze and interpret data, and prepare usable information and reports for various college constituencies. Familiarity with 25Live scheduling and event managing system preferred.
  • Effective at leading, developing, and mentoring staff, including supervision, delegation, and inspiring innovation.
  • Ability to maintain a high level of confidentiality.
  • Ability to assess and lead change, to collaborate effectively across the Colleges, and to develop and refine processes and protocols.
  • Effective planning, organization, and project management, with the ability to work independently and respond to multiple constituents with differing deadlines and diverse expectations.
  • Ability to balance multiple tasks and responsibilities in parallel, maintaining attention to detail.

OTHER INFORMATION: This is a full-time, 12-month, administrative-salaried, benefits-eligible position. This position description is not all-inclusive, as other tasks or responsibilities may be assigned. Background check required.

APPLICATION INSTRUCTIONS:

Review of applications will begin on June 1, however the position will remain open until filled. Interested applicants are encouraged to submit a cover letter, resume and the names with contact information of at least three (3) professional references and a diversity statement to our application service, Interfolio http://apply.interfolio.com/87339

If you have a question or need help on uploading your application materials, please contact Interfolio's support team at help@interfolio.com or call 1-877-997-8807 between the hours of 9:00 a.m. through 6 p.m., EST, Monday through Friday.

EOE


Hobart and William Smith Colleges are committed to providing a non-discriminatory and harassment-free educational, living and working environment for all members of the HWS community, including students, faculty, staff, volunteers, and visitors. HWS prohibits discrimination and harassment in their programs and activities on the basis of age, color, disability, domestic violence victim status, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, veteran status, or any other status protected under the law. Discrimination on the basis of sex includes sexual harassment, sexual violence, sexual assault, and other forms of sexual misconduct including stalking and intimate partner violence, and gender-based harassment that does not involve conduct of a sexual nature.

Hobart and William Smith Colleges are a highly  selective residential liberal arts institution located in a small, diverse city in the Finger Lakes region of New York State.  With an enrollment of approximately 2,200, the Colleges offer 62 majors and minors from which students choose two areas of concentration.  Creative and extensive programs of international study and public service are also at the core of the Colleges’ mission.

 

 

Preparing Students to Lead Lives of Consequence.