Assistant Registrar

Expectation and Condition of Employment

Howard Payne University, a church-related institution affiliated with the Baptist General Convention of Texas, seeks to employ evangelical Christians who are dedicated to teaching and service as they model the principles of the Christian faith and the University's sincere religious beliefs.

Howard Payne University (hereafter, University) is committed to the integration of learning and Christian faith in the pursuit of truth. Employees are expected to embrace the Christian Mission Statement and Core Values of the University and must support the University's affirmation of traditional Christian and Baptist beliefs by leading lives of service through active involvement in Christian activities both on campus and through a local church.

Mission Statement

Howard Payne University is a Christ-centered academic community dedicated to excellence by developing and equipping the whole person for intellectual inquiry, personal and professional integrity, and service to God and humanity.

Core Values of Howard Payne University

We believe and affirm that the University as an institution and each individual called to serve the Lord at Howard

Payne should strive to demonstrate a commitment to these five Core Values:

Centered on Christ (cf. Col. 3:17, Matt. 7:24)

Focused on Community (cf. Eph. 4:4-6, 1 Pet. 3:8)

Called to Service (cf. Mark 10:45, Phil. 2:3-5)

Committed to Excellence (cf. Gen. 1:31, 1 Cor. 9:24)

Dedicated to Stewardship (cf. Gen. 2:15, 1 Pet. 4:10) As a condition of employment, employees agree to be paid by Direct Deposit. Applicants offered contingent employment based on the University obtaining a clean background check agree the contingent offer of employment may be revoked based on the information obtained in the background check.

If offered employment, your acceptance will indicate that you have read and agree to the Expectations and Conditions above.

Application Procedure

To be considered for this position, please submit the following:

a letter of application addressing in detail how you meet the position requirements

a resume or CV (curriculum vitae)

unofficial transcripts, and

a completed HPU Employment Application Job Summary

The Assistant Registrar plays a vital role in ensuring accuracy and compliance in student data reporting, degree verification, and academic program updates. This position ensures that these core functions are conducted with accuracy, efficiency, and in alignment with institutional policies, accreditation standards, and federal regulations. The Assistant Registrar collaborates closely with faculty, staff, and administration to support the academic mission of the university and provide excellent service to students.

Essential Duties and Responsibilities

Enrollment Verifications:

Oversee all processes related to student enrollment verification for current students, alumni, third parties, and government agencies

Coordinate and execute all enrollment and degree transmissions to the National Student Clearinghouse

Monitor data accuracy and resolve transmission errors in a timely manner

Ensure compliance with federal reporting requirements (e.g., NSLDS) and other federal regulations (FERPA) related to student records and privacy

Maintain appropriate documentation and audit trails

Degree Audits:

Conduct initial degree audits for undergraduate and graduate students

Communicate with students and academic advisors regarding degree progress and deficiencies

Systems and Records Management:

Support the management of student records and registration processes within the university's student information system

Assist in testing and implementing system updates and configuration changes

Commencement Preparation:

Assist in planning and coordinating commencement ceremonies, including the preparation of degree candidate lists and production of diplomas

Support event logistics and communications with graduates to ensure a successful and meaningful event Additional Duties

Assist with registration, grading, degree audits, and other registrar functions as needed

Supervise and train student workers assigned to related functions

Serve as a resource to students, faculty, and staff regarding academic policies and processes

Serve as Acting Registrar in the absence of the University Registrar, as designated

Supervisory Responsibilities

This position supervises one part-time student worker position.

Competencies

To perform the job successfully, an individual should demonstrate the following competencies:

Modeling Christian Faith - Must be committed to modeling the Christian faith; displays a proven record of modeling the Christian faith in business operations, management roles, customer service functions, and interactions with others; is committed to continuing to model Christian faith in a manner consistent with the University's mission Statement and core values

Analytical - Synthesizes complex or diverse information; collects and researches data; uses intuition and experience to complement data; designs work flows and procedures

Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well problem solving as part of a group; uses reason even when dealing with emotional topics

Technical Skills - Assesses own strengths and weaknesses; pursues training and development opportunities; strives to build knowledge and skills continuously; shares expertise with others

Customer Service - Manages difficult or emotional situations effectively; solicits feedback to improve service; responds to requests for service and assistance promptly and effectively; meets the commitments they make to others

Interpersonal Skills - Focuses on solving conflict without blaming others; consistently maintains confidentiality; listens to others without interrupting them; keeps his or her emotions under control; remains open to others' ideas and tries new things

Written Communication - Writes clearly and informatively; edits his or her work for correct spelling and grammar; varies his or her writing style as needed; presents numerical data effectively; is able to read and interpret written information effectively

Teamwork - Balances the needs of the team and individual responsibilities effectively; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts the success of the team above his or her own interests; is able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed

Change Management - Develops workable implementation plans; communicates changes effectively; builds commitment and overcomes resistance effectively; prepares and supports those affected by change; monitors transition and evaluates results

Quality Management - Looks for ways to improve and promote quality; demonstrates accuracy and thoroughness

Cost Consciousness - Works within their approved budget; develops and implements cost-saving measures; conserves University resources

Strategic Thinking - Develops strategies to achieve the Institutional Priorities in the University's Strategic Plan; understands the University's strengths and weaknesses; analyzes the higher education market and competition effectively; identifies external threats and opportunities and adapts his or her strategy to changing conditions

Judgment - Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in the decision-making process; makes timely decisions

Motivation - Sets and achieves challenging goals; demonstrates persistence and overcomes obstacles; measures himself or herself against a high standard of excellence; takes calculated risks to accomplish goals

Professionalism - Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts personal responsibility for his or her own actions; follows through with commitments

Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies effective feedback to improve performance; monitors his or her own work to ensure quality Qualifications

To perform this job successfully, an individual must be able to perform the Essential Duties and Responsibilities listed above satisfactorily and other duties as assigned. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience -

Bachelor's degree from an accredited University or one to two years of directly related experience; or an equivalent combination of education and experience

Language Skills -

Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals in English; ability to write routine reports and correspondence; ability to speak effectively before groups of students, employees of the University and the public

Mathematical Skills -

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals; ability to compute rate, ratio, and percent and to draw and interpret bar graphs

Reasoning Ability -

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form

Computer Skills -

To perform this job successfully, an individual should have knowledge of Internet software; Spreadsheet software and Word Processing software; and willingness to learn processing systems quickly and become the expert in the Registrar's Office software system, Colleague SaaS

Licenses -

Must be at least 21 years old and maintain a current Texas driver's license to drive any vehicle, including personal vehicles, on behalf of the University when necessary

Physical Abilities - The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand, reach with hands and arms, use hands to finger, handle, or feel, and talk or hear. The employee is frequently required to walk. The employee must frequently lift and /or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus. Be able to move boxes of paper, etc. in the office

Normal Work Environment - The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally exposed to fumes or airborne particles and toxic or caustic chemicals used to clean and/or renovate buildings and maintain the grounds of the University and is occasionally exposed to outside weather conditions, extreme cold and heat, and wet or humid conditions. The noise level in the work environment is usually moderate