Assistant Registrar, Registration & Records

Job Description

Pay rate: $25.77 - $28.21, depending on experience & qualifications

Position Summary

Reporting to the Registrar, the Assistant Registrar, Registration and Records is responsible for supporting processes and improvements, software systems, data integrity, enrollment issues, and document management.

Our generous benefits package includes medical, dental, and vision plans; paid parental leave; short term and long term disability plans; life insurance; flexible spending accounts; and a 403(b) retirement plan which includes a 8% employer contribution after 2 years of service. RFUMS is committed to employee wellbeing and work-life balance. Full time staff are eligible for 3 weeks of vacation/ personal leave, 15 sick days, and 9 paid holidays, paid winter break, plus two floating holidays.

Who We Are

Rosalind Franklin University of Medicine and Science (RFU) is a graduate health sciences university committed to serving the population through the interprofessional education of health and biomedical professionals and the discovery of knowledge dedicated to improving wellness. The university embodies the spirit of inquiry and excellence modeled by its namesake Dr. Rosalind Franklin, whose Photo 51 was crucial to solving the structure of DNA.

Today, the university’s 6 colleges continue Dr. Franklin’s legacy through rigorous academics, pioneering research, and innovative community service. Our unique interprofessional education model allows students to learn from and with each other in a variety of settings, including our simulation labs, the student-led Interprofessional Community Clinic, and through partnerships with area hospitals and clinics. RFU is a national leader in interprofessional research and practices, and is nationally recognized for its research in areas including neuroscience, brain-related diseases, inherited disorders, proteomics, cancer cell biology and immunology, cardiac resuscitation, and gait and balance.

Essential Duties & Responsibilities

Manage the quarterly registration process including Ellucian Colleague and D2L. This includes sending registration reports, coordination of registration, workshops, registration of audit classes, and troubleshooting registration issues.

Process transcript, licensure, and degree verifications requests through the National Student Clearinghouse for current students and alumni.

Maintain the student record system and student academic records; administers storage, security, accuracy, and preservation of academic credentials in accordance with university policy, accreditation standards, and privacy laws.

Monitor and management of grade collection, validation, submission, and changes as submitted by faculty and enforce the grade change and submission policy.

Managing the student file handoff from Admissions, auditing the student files, transcript information, and Colleague data for completion and accuracy.

Maintain the integrity, accuracy, and utility of the academic records using Colleague. Ex. transcript comments, student type, and graduation dates.

Processing of ongoing student filing of documents to the student academic record.

Building and/or coordination of new course sections each term.

Process name changes, monitor address changes, phone numbers, etc.

Data custodian and/or running reports with existing Colleague student information system. This includes calculation of GPA and rank upon need.

Management and coordination of training and delegation to student workers and interns.

Respond in a timely, clear, and courteous manner to a variety of complex routine and non-routine inquiries regarding all matters related to the duties of the Registrar’s Office and answer, route, or refer them properly.

Coordination of the calendars and meeting agendas/minutes for the office.

Communicate, interpret, and enforce policies and regulations related to FERPA.

Assist with other projects as necessary.

Management of the automated advisor assignment process.

Management of the Office of the Registrar Engage page. This includes but not limited to setup, the posting of content, providing monthly analytics, the recruitment and retention of subscribers, and overall communication.

Setup and deployment of surveys through Qualtrics and produce summary reports with statistical analysis and trends.

Present and/or represent at various university events and committees.

Stay informed of current state and federal regulations regarding student records.

Perform miscellaneous job-related duties as assigned

Conditions of Employment

Must achieve satisfactory results from a background check

Required Education & Experience

High school or GED equivalent.

A minimum of 2 years of demonstrated increasing responsibility in a Registrar’s Office

Experience with data input, collection, and analysis

Knowledge of FERPA and other federal guidelines affecting higher education

Required Knowledge, Skills, & Abilities

Excellent written, verbal and interpersonal communication skills with the ability to relate and communicate in a positive way to the many constituencies of the University

Broad technical knowledge. Experience with Higher Education systems such as Ellucian/Colleague, D2L/Brightspace

Proficient in the use of Microsoft (MS) Office products: Word, Excel, and PowerPoint

Excellent organizational skills and ability to function as part of a team environment

Problem solving skills: critical thinking, detail-oriented, analytical, innovative

Demonstrated ability to gather information effectively and ask insightful, strategic questions, in addition to proposed solutions

Ability to work independently and as part of a team

Responsibility handling confidential information

Preferred Qualifications

Associate’s or Bachelor’s degree preferred.

Student Information System and Ellucian Colleague experience

Understanding of AACRAO best practices within the Registrar profession

Experience working at a graduate level or health science college and/or university

Experience interpreting and explaining policies and processes to faculty, staff, and students

Typical Physical Demands & Working Conditions

Selected candidate must have the mental and physical capabilities to perform the essential functions of the position with or without reasonable accommodations.

Work is performed in a temperature controlled indoor office environment.

EOE, Including Disability / Vets

Full-time