Job Description

University of Utah Job Description

Job Summary

Provides direct assistance and recommendations to the University Registrar regarding specific areas within the Office of the Registrar; serves as University Registrar as directed. Assists with the operational, personnel and financial functions regarding designated areas as assigned. Provides high quality customer assistance and senior project leadership on special projects, as directed.

Qualifications

Bachelor's Degree in Business Management, Education, History, or a related area, or equivalency (one year of education can be substituted for two years of related work experience); five years of experience; and a working knowledge of Registrar functions; including but not limited to: student information systems, degree audit, veteran services, NCAA athletic certification, registration & records management, graduation certification, transcript & verification, class & event scheduling; and staff management, supervisory, critical thinking and problem solving skills required.

Master's Degree is preferred, has a working knowledge of the University of Utah, academic and student service areas, and University regulations, policies and procedures.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Disclaimer

This job description has been designed to indicate the general nature and level of work performed by employees within this classification.  It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

Essential Functions

1. Administers and provides direction to the assigned functional areas to set goals; assists in planning, identifying and solving problems, clarifying expectations, and evaluating processes.
2. Provides counseling; explores alternatives; answers questions and resolves problems; meets with faculty, staff and students; and meets with vendors of equipment and supplies to facilitate resolutions to varying needs.
3. Interacts with departments and faculty to research and resolve problems; implement new procedures and ensure consistency, and evaluate programs and services to enable a response to changing priorities.
4. Chairs one of two appellate Committees for the purpose of reviewing petitions for current, or retroactive changes to student records, or for applications that have been denied and provides a written response of the results to inform the appellant.
5. Supervises staff by hiring, training, giving performance appraisals, disciplining and firing to provide the office with a knowledgeable and effective workforce.
6. Develops and presents staff training workshops to update knowledge, upgrade skills to support staff members and ensure quality service.
7. Researches new technology, software and systems to acquire knowledge of latest advances in technology, makes recommendations to update systems to maintain an efficient leading edge operation; including comprehensive data analytics.
8. Oversees an all-inclusive communication plan for the office as assigned in delivering timely information to students, staff and faculty.
9. Oversees an extensive web presence through the Registrar’s Office website in delivering its services to students, staff and faculty.
10. Serves on Ad hoc committees to represent the Registrar's Office and strengthen communication between various campus agencies and institutions.
11. Enforces established policy and makes recommendations for policy changes that effect their respective area.
12. Other duties as assigned.

Problem Solving

The Associate Registrar has the authority to hire/fire staff; make exceptions to policies, i.e. waive late fees, late registration, etc.; administer record maintenance; and chair a Petition Committee to review appeals for retroactive changes to student records. Serve on various internal and external committees that require the expertise of someone from the Registrar's Office. The incumbent also has the authority to research and advise all levels and areas of the campus community on the policies of the Registrar's Office.

Budget related issues, major purchases and legal matters are referred to the University Registrar.

Problems most frequently encountered by the incumbent include those associated with staff supervision, maintaining security of student records in conjunction with the Family Educational Rights and Privacy Act, and making fair and equitable decisions with respect to petitions and analyzing current procedures and recommending changes that will benefit students faculty and staff, as well as maintaining and implementing those changes.

Comments

Work Environment and Level of Frequency typically required

Nearly Continuously: Office environment.

Physical Requirements and Level of Frequency that may be required

Nearly Continuously: Sitting, hearing, listening, talking.

Often: Repetitive hand motion (such as typing), walking. 

Seldom: Bending, reaching overhead.